Equality Federation provides critical opportunities for training, peer learning, and networking through our annual Equality Federation Leadership Conference, which has become the movement-wide go-to gathering of state leaders and national partners, as well as virtual convenings and regular online training opportunities.
The Events Manager will focus primarily on organizing and supporting in-person and virtual online events for state partners. This position is responsible for the annual Leadership Conference with approximately 350 attendees, supporting organization-wide virtual and in-person events, as well as supporting fundraising events and other learning opportunities.
The ideal candidate gets excited about creating curated, intentional spaces for learning and connection both online and in-person for LGBTQ+ advocates from across the US. We hope that you are the kind of project manager who can keep the big picture in mind while attending to the details. The ideal candidate will:
- have excellent people and relationship-building skills
- work well with a diverse group of people
- have a hospitality mindset and orientation
- quickly pivot and improvise if unexpected changes arise
- work across departments to communicate needs and achieve objectives
- have a commitment to social and racial justice
- have a demonstrated ability to manage projects and meet deadlines within a team environment
Position Purpose:
The primary purpose of this role is to manage, organize logistics, and plan in-person and virtual events, both external-facing and internal (staff and board). This position is primarily responsible for the successful execution of all logistics for our annual Leadership Conference each year, with approximately 300 attendees. This position requires logistics management, budget coordination, and cross-team collaboration to coordinate the roles of all staff on the team. This position serves on the cross-functional Operations Division as we work to foster a fun and supportive organizational environment.
Major Ongoing Objectives:
Plan and execute events for internal and external purposes
- Work with the VP of Operations to develop annual external and internal event calendar each year, including but not limited to Leadership Conference week-by-week planning, staff retreats, annual board retreat, receptions at externally hosted conferences, and support for program trainings and fundraising events
- Organize logistics to ensure the smooth operation of all events, in-person and virtual, including but not limited to venue, catering, transportation, hotel room blocks, and other general external vendors.
- Lead planning and implementation of events alongside entire Equality Federation team
- Ensure the successful execution of our annual Leadership Conference continues to be the premier movement conference, bringing together 300+ LGBTQ+ leaders from across the country.
- Lead Leadership Conference evaluation and data strategy, with the support of Data Manager
- Working with Communications department and the Director of Leadership & Capacity Building, draft Leadership Conference communications and website content.
- Work across the team to develop the day of timeline, production schedule and run of show, and any other project management and execution documentation required for the event
- Liaise directly with external and internal speakers throughout the event life cycle, including by developing detailed itineraries and virtual show information documents
- Provide support to fundraising events (board and staff-driven fundraising events) and fundraising/sponsorship benefit coordination for Leadership Conference, including sponsor logistics, space allotted, and scheduling office hours.
- Provide technical support for virtual events by assisting with set-up, testing, and hosting of any pre- or post-event companion events. This could mean setting up a webinar in Zoom and EveryAction or project managing and training staff to support simultaneously available Zoom Rooms.
- Coordinate all collateral needs, marketing, signage, and visuals for events with Communications department.
- Travel (approx twice a quarter) to scout potential venues and attend in-person events
Keep event plans under budget and on schedule
- Work closely with the Director of Leadership & Capacity Building to track budget spend down on Leadership Conference
- For all other events: recommend the budget, marketing plans, and objectives and manage within those approved plans
- Work closely with the Director of Finance to ensure all contracts are within the budget and have clear deadlines for return
- Maintains or exceeds budgeted sales and profits in all event areas.
- Maintain accurate records of all expenditures
Event Management and People Lead
- Lead on-site event team for all Equality Federation-hosted events and prepare all on-site event teams for receptions at externally hosted conferences.
- Respond to urgent and timely matters regarding venue or logistics in “on-call mode” during Leadership Conference and other events where leading.
- Train, supervise, and work with event staff to solicit and book banquet and catering functions, as well as plan, cost analyze, and execute those functions.
- Coach and support staff to provide a radical welcome to all event attendees and reflect organization values throughout the event.
- Maintain cordial relationships with the hotel booker team (Christine and Glenn Kavanagh) and other returning conference vendors.
Equity and Inclusion
- Serve as frontline accessibility coordinator for all in-person and virtual events (room set-up, logistics, interpretation) to ensure all attendees of Equality Federation events feel welcome, safe, and comfortable.
- Serve as Events Office ADA and In-Person Events Accessibility Standards point of contact, support the development of and uphold related operational procedures
- Support logistics for Black Caucus for State Partners in person or virtual meetings.
Key Competencies/Experience
- We welcome learning and growing edges, but you must have been involved in conference planning before this role.
- Excellent organizational and project management skills.
- On-the-ground event management and production experience, including site unseen and both live and pre-recorded virtual production experience.
- Cross-functional collaboration
- Interest in supporting learning
- Excitement about hosting events to build community and connection
- Ability to manage and track multiple details
- Ability to connect with a wide variety of people
- Comfort with using technology to support learning and connection
- Genuine commitment to the mission of Equality Federation and ability to articulate the importance of the organization’s work
- Connection to LGBTQ+ communities and communities of color
- Ability to travel up to 25%
Additional Competencies/Experience
- Experience working in or with small/midsize nonprofit organizations.
- Experience building teams and supervising contractors.
- Experience working remotely.
Research shows marginalized groups are less likely to apply for positions unless they meet 100% of a job description; please consider applying even if you don’t 100% meet these criteria.
