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The event coordinator would work from October 28 - November 7, 2026.
This is a hands-on role for an event professional who excels at managing logistics, coordinating vendors and volunteers, maintaining timelines, and ensuring a seamless participant experience from setup through event completion.
The ideal candidate is a proactive problem-solver who remains calm under pressure and can confidently manage multiple moving pieces while representing HGF with professionalism and enthusiasm.
Pay: $2,500.00 (October 28-November 7, 2026)
Job description:
HGF staff will lead the overall event strategy
The coordinator's role is execution and support.
Vendor contracts, sponsorship fulfillment, and race management are already in place
EVENT COORDINATOR RESPONSIBILITIES:
Pre-Event Production
Finalize event production timeline and operational plan.
Coordinate with race management company, venue representatives, vendors, exhibitors, sponsors, and partners.
Confirm logistics for registration, staging, signage, audio visual, entertainment, refreshments, and participant activities.
Coordinate event materials, participant packets, giveaways, awards, and sponsor recognition items.
Recruit, organize, and manage volunteers.
Conduct planning meetings and production check-ins with HGF leadership.
Event-Day Coordination
Serve as the onsite lead for event execution.
Coordinate setup and breakdown activities.
Manage vendor arrivals, sponsor activations, exhibitors, and volunteers.
Ensure all event elements are delivered on schedule.
Maintain a positive and welcoming environment for participants and families.
Post-Event Wrap-Up
Coordinate event load-out and vendor reconciliation.
Assist with final reporting and event evaluation.
Provide recommendations for future event improvements.
Qualifications
Minimum 3 years of event production, event management, race management, nonprofit event, conference, or community event experience.
Proven ability to manage large-scale events with multiple stakeholders.
Strong project management and communication skills.
Experience working with sponsors, vendors, volunteers, and community partners.
Ability to work independently and manage competing priorities.
Proficiency with Microsoft Office and event registration platforms.
Ability to lift up to 25 pounds and work outdoors for extended periods on event day.
Preferred Experience
Charity walks, races, or fundraising events.
Healthcare, nonprofit, or community-based organizations.
Sponsor and exhibitor management.
Volunteer coordination.
To Apply
Please submit:
Resume
Photo
Brief cover letter highlighting relevant event production experience
Examples of events managed or produced