Event Sponsorship Cordinator/Event Planning

Job Overview

Are you the person who loves turning chaos into organization, building relationships, and seeing months of planning come to life at unforgettable events? If you thrive in a fast-paced environment where no two days are the same, we'd love to meet you.

Outside the Box Productions is seeking an Event Sponsorship Coordinator to help bring fundraising galas, golf tournaments, nonprofit events, and corporate experiences to life. This role is perfect for someone who enjoys project management, client interaction, sponsor relations, and event execution while making a meaningful impact for organizations that change lives.

As our Sponsorship Coordinator, you'll manage sponsorship campaigns from start to finish—creating sponsorship materials, tracking commitments, coordinating sponsor benefits, communicating with clients and donors, recruiting volunteers, and ensuring every detail is flawlessly executed before, during, and after each event.

You'll work alongside an experienced team that values creativity, collaboration, accountability, and thinking "outside the box." If you're highly organized, proactive, and enjoy juggling multiple projects while building lasting relationships, you'll fit right in.

What You'll Love About This Role

Be part of events that raise millions of dollars for nonprofits and community organizations.Build relationships with business leaders, sponsors, volunteers, and clients.Experience a career where every project is different and every event tells a unique story.Enjoy a collaborative team environment that values initiative, creativity, and professional growth.See the direct impact your work has on organizations making a difference in their communities.Responsibilities:

Create Sponsorship Packages for ClientsSend out Sponsorship Packages to all potential sponsors on behalf of clientCreate Sponsorship Tracking Spreadsheets for each clientCreate additional materials for Sponsors which could include:

Guest ListsFollow Up EmailsRSVP FormsInvoicesCollect and Track all Sponsorship Information to be updated dailySend Client Sponsorship Tracking Weekly to verify accuracyCollect monies and get to clientFollow up weekly with sponsors to ensure getting all informationMaintain Guest Lists based on RSVP InformationBidding platform items include emails and cell phones for each guestUpload Guest information into bidding platform when auction is ready to be openedWork with appropriate staff member to ensure:Signage needed for Sponsorship fulfilment is orderedTable Name Cards are printed accuratelyFinal Guest count for catering (and other items such as golf, etc)Final Table count for rentals and layoutsSome accounts will also include:

Hotel Room ManagementSwag Procurement/TrackingVOLUNTEER RECRUITMENT & MANAGEMENT:

Recruit Volunteers for events assignedCreate & maintain Volunteer Needs SpreadsheetsCreate & maintain Volunteer Sign Up spreadsheetsCreate Volunteer Information PacketsRun Volunteer Training MeetingsManage Volunteers on Event dayAll staff also responsible for:Update Trello Daily (Project Management)Update Clockify Daily (Project Time Tracking)Keep Weekly/Daily Tasks currentAttend Applicable MeetingsEvent Recap NotesClean Office per the Cleaning ScheduleEvent Coordination of OTB events as assigned. This includes, but is not limited to:Pre Event Meetings and Walk Thru’s + Post Event RecapsSet-up and Breakdown + Manage assigned area(s) of eventsOther Job Functions

Assist on any and all projects as requestedGeneral Office Administration - Ensure telephones and e-mails are answered in a timely and professional manner, keep organized and neat hard copy and computer files, keep your work area and Outside the Box office neat and organized, assist with keeping office supplies replenished and keep all Outside the Box storage items, notebooks, website and back-up materials organized and updated at all timesSome Travel Required for out of town events. Locations varyCompensation & Allowances

Phone AllowanceMileage ReimbursementPaid Time OffWFH – Days will be allotted during the non-busy seasons (not applicable during event weeks) as determined by CEO401K Plan Option after 1 year of employmentHealthcare compensation after 1 year employment – up to $150 per month with proof of insuranceEmployee RetreatsRequirements

Bachelor’s DegreeMinimum of 2 years Event Planning/Production experienceMust have extremely strong organizational skillsWork well in a team environment as well as work independently on all tasks and assignmentsStrong client and sales skills and able to manage and plan multiple projects in an organized mannerMust have very strong computer skills including Microsoft Outlook, PowerPoint, Word and Excel which are essentialExcellent creative, organization and planning skillsMust have excellent communication skills and ability to interact on a professional level with all clients and vendorsCapable of making presentations to clientsAble to work extended hours including weekends, weeknights as necessarySome Travel Required for out of town eventsAble to project the “Outside the Box” personality – this means enthusiasm, energy and a Positive Mental Attitude at all times!This position is ideal for someone with event planning or project management experience who enjoys both office coordination and being onsite where the action happens. Some evening and weekend work is required during event season.

If you're organized, energetic, detail-oriented, and excited to create exceptional experiences while supporting meaningful causes, we'd love to hear from you.

Pay: From $45,000.00 per year

Benefits:

401(k)Flexible schedulePaid time offWork Location: In person