Job Description
Job Title: Part-Time Event Planner
Reports to: Executive Director / Event Chair(s)
Location: Remote (St. Charles, Geneva, Batavia Illinois)
Employment Type: Part-time/15-20 hrs. per week
Compensation: $25-$35/hour commensurate with experience
About the Organization
Food for Health promotes a nutrition focused community by educating teens and serving those struggling with a health crisis. We feed those facing a serious health crisis with meals, carefully crafted to promote healing. To bring increased peace of mind, we feed the entire family, free of charge for 12 weeks. These meals are prepared by our chefs. volunteers, and teen education students, who give their time and talent to giving back to the Fox Valley Community. We are a full circle non-profit serving our neighbors in need.
Position Summary
We are seeking a creative, highly-organized, and flexible Part-Time Event Planner to lead the planning and execution of our 2-3 Food for Health annual events. This role will be instrumental in designing experiences that align with our mission, help raise funds, and engage our community. The ideal candidate is resourceful, efficient, and ready to wear multiple hats.
Key Responsibilities
- Event Planning & Strategy
- Develop an annual (or semi-annual) event calendar in collaboration with leadership, aligning with organizational goals.
- Define event objectives (fundraising, awareness, engagement) and translate them into actionable plans.
- Prepare timelines, run-sheets, and project plans for each event.
- Budget Management
- Create and manage event budgets, estimating costs and tracking actual vs. projected expenses.
- Work to maximize program revenue while minimizing cost — especially important in a nonprofit context.
- Logistics & Vendor Coordination
- Source, negotiate, and contract with venues, caterers, AV providers, decorators, and other vendors.
- Manage permits, insurance, and any regulatory or site-specific requirements.
- Coordinate set-up and tear-down. Be the point person for vendor logistics on the day of the event.
- Work with and manage the event planning committee comprised of 20-30 motivated volunteers.
- Sponsorship & Fundraising Support
- Identify potential sponsors or in-kind contributors (local businesses, partners).
- Prepare sponsorship materials and benefit packages.
- Maintain sponsor relationships and ensure delivery of agreed-upon recognition or benefits.
- Marketing & Communications
- Work with the communications team (or staff/volunteers) to promote events via email, social media, print, etc.
- Draft invitations, program content, signage, and event collateral.
- Manage event registration (online RSVPs, ticketing, guest tracking).
- Volunteer Management
- Recruit, train, and coordinate volunteers for event-day roles (registration, hospitality, logistics).
- Create volunteer schedules, assign roles, and ensure they understand their responsibilities.
- On-Site Event Execution
- Act as the on-site lead during events: oversee setup, coordinate with vendors, troubleshoot issues, manage volunteers, and ensure guest experience.
- Be flexible and ready to problem-solve in real time.
- Post-Event Activities
- Conduct debriefs with staff and volunteers to gather feedback.
- Produce post-event reports: attendance, finances, sponsor feedback, lessons learned.
- Send thank-you notes to sponsors, donors, volunteers, and key participants.
- Track metrics (e.g., return on investment, donor retention, event satisfaction) to inform future planning.
Qualifications & Skills
- Experience: 2+ years of event planning experience (paid, freelance, or volunteer), preferably in a nonprofit, fundraising, or community context.
- Organizational Skills: Highly organized, with project management experience and the ability to juggle multiple events / priorities.
- Communication: Excellent verbal and written communication skills, with the ability to produce professional event materials and build relationships with partners.
- Budgeting: Comfortable creating and managing a budget; able to make cost-effective decisions.
- Problem-solving: Adaptable and calm under pressure; strong crisis-management and troubleshooting capabilities.
- People Management: Experience working with volunteers, coordinating small teams, and managing day-of event staff/volunteers.
- Technical Skills: Familiarity with event registration platforms, Microsoft Office or Google Workspace, and basic event tools.
- Availability: Willingness to work flexible hours, including evenings and weekends, depending on event schedule.
- Passion & Mission Fit: A genuine interest in the mission of Food for Health and belief in the power of events to further that mission.
Working Conditions
- Part-time, flexible schedule based on event calendar.
- Fully Remote work for planning tasks; in-person presence required for event logistics and day-of coordination.
- Some (local) travel may be required (to venues, meetings, vendor locations).
What We Offer
- A mission-driven role with significant impact on our nonprofit’s fundraising and community engagement.
- Flexibility in schedule and work structure.
- Collaboration with a small, passionate team.
- Opportunity to lead creative and meaningful events.
- Professional development: ability to grow your event planning portfolio and deepen your nonprofit network.
How to Apply
Please submit the following to Chris May (Executive Director) at Director@foxvalleyfoodforhealth.org :
- Resume or CV
- Cover letter (brief) describing your event planning experience and why you’re excited to work with Food for Health
- Examples of past events you’ve planned and result(s) you desire to highlight.
Job Tags
Contract work, Freelance, Work at office, Local area, Remote work, Flexible hours, Afternoon shift,