Director of Events

DIRECTOR OF EVENTS AND PROGRAMS

JOB DESCRIPTION

Reports to: Executive Director

Classification: Full-Time, Exempt

Supervises: Event Manager, Program Manager

Compensation: $65,000-$70,000

Position Summary

The Director of Events and Programs is responsible for the planning, management and successful execution of SWFL Inc.’s portfolio of signature events, recurring programs, educational offerings, leadership initiatives, regional trips and other organizational experiences. This position ensures each event and program is purposeful, professionally delivered, financially responsible and aligned with the organization’s mission and priorities.

The Director leads the events and programs team, manages the annual calendar and department budgets, and works closely with marketing, revenue, membership and leadership staff to drive attendance, deliver sponsor benefits and create meaningful value for members, investors, partners and the Southwest Florida business community.

Events & Programs

·  Manage the annual portfolio and calendar of signature events, recurring programs, educational offerings, leadership initiatives, roundtables, regional trips and special projects.

·  Develop clear objectives, target audiences, budgets, timelines, work plans and success measures for each event and program.

·  Oversee the complete event and program lifecycle, including concept development, scheduling, venues, speakers, vendors, registration, production, on-site execution and post-event evaluation.

·  Maintain high standards for content, attendee experience, production quality, hospitality, accessibility, brand consistency and operational execution.

·  Review and approve event plans, vendor arrangements, run-of-show documents, staffing assignments and contingency plans within established authority.

·  Evaluate participation, feedback and financial results and recommend improvements to strengthen existing offerings.

·  Identify and develop relevant new programs and event concepts in response to member needs, regional priorities and organizational goals.

Financial & Operational Oversight

·  Develop and manage department budgets, event-level profit-and-loss statements, revenue targets, expense forecasts and financial reports.

·  Monitor registration, sponsorship and program revenue; identify variances early and implement strategies to improve performance.

·  Manage venue and vendor sourcing, proposals, contracts, purchasing, deposits, invoices, cancellations and other financial commitments in accordance with organizational policies.

·  Negotiate favorable terms with venues, vendors, speakers and service providers while maintaining strong professional relationships.

·  Create and maintain scalable systems, templates, timelines, checklists and standard operating procedures that improve consistency and efficiency.

·  Maintain accurate event records, historical data, vendor information, contracts, budgets and post-event reports.

·  Provide leadership with timely updates, accurate forecasts and solutions to emerging risks or performance gaps.

Sponsorship and Cross-Department Coordination

·  Partner with the revenue and partnerships team to shape event and program sponsorship opportunities that are valuable, achievable and aligned with organizational priorities.

·  Ensure sponsorship benefits and partner commitments are accurately documented, incorporated into event plans and fulfilled on time.

·  Coordinate with the marketing team on positioning, messaging, promotional calendars, registration campaigns, event materials and post-event communications.

·  Work with membership, economic development, government affairs and foundation staff to align content, audiences, speakers and organizational priorities.

·  Provide timely information, deadlines and deliverables to internal teams so programs and events are promoted and supported effectively.

Team Leadership

·  Lead, coach and hold accountable the Event Manager, Program Manager and other assigned staff or contractors.

·  Set clear priorities, roles, timelines and performance expectations and conduct regular planning and production meetings.

·  Delegate responsibilities appropriately while maintaining visibility into deadlines, budgets, risks and quality standards.

·  Coordinate staffing and resources across concurrent events and programs and ensure the team is prepared for major deliverables.

·  Build a collaborative, solutions-oriented culture characterized by ownership, urgency, attention to detail and excellent service.

·  Support staff development through coaching, documentation, cross-training and constructive feedback.

External Relations

·  Build and maintain strong relationships with speakers, sponsors, members, investors, venues, vendors and community partners.

·  Represent SWFL Inc. professionally at events, programs, planning meetings and external engagements.

·  Serve as a visible host and primary operational contact for key organizational events and programs.

·  Respond to participant and partner needs promptly and protect the organization’s reputation through excellent service and follow-through.

Qualifications

·  Bachelor’s degree in event management, hospitality, business, communications, nonprofit management or a related field; equivalent professional experience may be considered.

·  Six or more years of progressively responsible experience managing events, programs or related operations.

·  At least two years of successful staff supervision or team leadership experience.

·  Demonstrated experience managing multiple complex events or programs simultaneously from planning through completion.

·  Strong financial judgment, including experience with budgets, contracts, forecasting, revenue goals and event-level profitability.

·  Exceptional project management, organization, communication, negotiation and relationship-building skills.

·  Proven ability to anticipate problems, manage changing priorities, make sound decisions and deliver high-quality work under deadline.

·  High level of professionalism, accountability, discretion and attention to detail.

·  Experience with a chamber of commerce, economic development organization, membership association or mission-driven business organization is preferred.

Work Requirements

·  Ability to work early mornings, evenings and occasional weekends as required by the event and program calendar.

·  Ability to travel locally and periodically outside the region for programs, site visits and organizational initiatives.

·  Ability to remain composed and make effective decisions in fast-moving, public-facing environments.

·  Ability to perform the essential functions of the position with or without reasonable accommodation.

Performance Expectations

·  Events and programs are professionally executed, financially responsible and valued by participants and partners.

·  Department timelines, revenue goals, budgets and quality standards are consistently met.

·  Sponsor and partner commitments are fulfilled accurately and on time.

·  The team operates with clear priorities, strong systems, shared accountability and effective communication.

·  Leadership receives timely updates, reliable forecasts and solutions before issues become surprises.

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties or qualifications required. Responsibilities may evolve based on the needs of the organization.