MISSION

The King County Bar Association promotes and supports a diverse and collegial membership; works with the judiciary to achieve excellence, equity, and accessibility in the administration of justice; and benefits the community through public service and engagement in public policy.

Position Mission

The Event Coordinator is part of the Member Services Department and reports to the Member Services Director. The Event Coordinator has primary responsibility for oversight, planning, coordination, management, and evaluation of events to ensure that the program operates as expected and functions to achieve long-term goals and objectives.

KEY ACCOUNTABILITIES

Event Planning:

• Primary responsibility for planning and coordinating King County Bar’s large events including the Annual Awards Reception, Martin Luther King Jr. Luncheon, Breakfast With Champions, Bar Scholars Reception, Past Presidents Reception, New Lawyers Division Spring Soiree, and New Member Mixer, and others as devised by Member Services Director and/or Events Coordinator.
• Assists other Member Services team members with planning and coordination of events that arise out of other programs such as Continuing Legal Education, Sections, and/or New Lawyers Division, as needed.
• Provides primary support to the MLK Luncheon Planning Committee and the Breakfast With Champions Planning Committee, including scheduling virtual and/or in-person committee meetings; communicating with Committee Chairs regarding agendas for upcoming meetings; distributing documents and agendas prior to meetings; preparing internal information vital to Committee planning such as tally of sponsors, contract execution with vendors and speakers, and budget information; and taking detailed notes during committee meetings.
• Maintains year-long planning documents for each event and ensures all deadlines are calendared and met.
• Communicates directly with event venues to secure proposals and quotes as needed; requests contract edits from venues as needed before sending contracts to Member Services Director and Executive Director for review and signing; assists planning committees with menu selection and other details; and provides venue with final attendee numbers.
• Communicates directly with audio/visual vendors to secure proposals and quotes as needed; meets with potential vendors to go over proposals and confirm KCBA/KCBF’s requirements will be met; reviews contracts and recommends edits prior to sending to Member Services Director and Executive Director for review and signing.
• Works with outside sources to secure speakers for MLK Luncheon and Breakfast With Champions; relays information regarding potential speakers to planning committees; reviews and adjusts contracts for speakers; creates speaker itineraries; secures lodging and transportation for speakers.
• Builds event registration webpages on KCBA website to ensure smooth registration process for public and most efficient back-of-house use; takes initiative to obtain constant updates and trainings from KCBA’s Association Management Software (AMS) to ensure best use of website registration functionalities.
• Assists with creation of marketing materials; delivers content to Marketing Specialist in a timely manner to ensure adequate time for creation of materials and publication.
• Creates and maintains spreadsheets of all attendees, sponsors, and table captains; determines most appropriate table assignments for events requiring such assignment and ensures registrant names and table assignments are ready in time for printing of nametags.
• Responds to telephone, email and in-person inquiries regarding events and programs, distributing information as appropriate; drafts correspondence to members and event attendees.

Inventory Management:

• Determines necessary signage for events; creates all signage; orders new signage materials as needed. Maintains inventory of nametags, nametag ribbons, and meal cards and orders additional inventory as necessary.
• Creates standard operating procedures for use of ribbons at various events.
• Maintains all supplies in an organized and orderly manner.
• Ensures the timely return of all event supplies to proper location following event.
• Maintains all tablecloths, ensuring all are clean, ironed, and properly stored for use at next event.

Sponsorship:

• Strategizes sponsorship opportunities for events and other programming, working with Member Services Director and Member Services team.
• Follows up with sponsors and attendees to ensure payment of all invoices and donation pledges.
• Logs all sponsorships for year-to-year comparison; analyzes sponsorship trends to determine necessary adjustments to program.

Event Execution:

• Manages all day-of-event logistics, including “run of show” documents, schedules for volunteers and staff, and information for tech support team.
• Develops final list of attendees and meal selections; prints nametags for all attendees; determines ribbons needed for attendees; directs staff and volunteers on execution of full nametag construction and organization.
• Collects all items necessary for event, including attendee lists, seating charts, signage, nametags, tablecloths, and other items; transports all items to venue.
• Takes lead on all set-up for event, including providing direction to staff and volunteers; acts as primary contact with venue and other vendors; troubleshoots with venue and audio visual company to ensure all set-up is successfully executed.
• Inputs event data into year-to-year comparison documents for major events, to track success of particular events depending on date/time, speaker, and other variables.

Strategic Planning:

• Works with Member Services Director to assess current and past events, improve event planning and execution process based on lessons learned, and strategize adjustments to programming to maximize attendance and sponsorship numbers.

Other Duties:

• Assists with setup of conference room, i.e., supplies, refreshments, materials, tables, chairs, registration and other materials for CLE programs, meetings, and events.
• Attends and assists with other events and meetings to support other members of Member Services team as needed.
• Performs other duties as assigned.

WHO YOU ARE

A team player who has the following skills:

• Positive, engaging, intelligent, and articulate individual who can relate to people at all levels of an organization and possesses excellent communication skills.
• Highly organized with the ability to simultaneously manage multiple projects from beginning to end, ensuring all deadlines are met.
• Above-average attention to detail and ability to consistently provide accurate work product with efficiency.
• Proficiency in Windows-based programs including: Word, Excel, PowerPoint, SharePoint, Teams, and Outlook.
• Must be able to lift supplies and equipment weighing up to 40 lbs. and manipulate heavy equipment carts.
• Must present a professional business office appearance and demeanor.
• Proficient in math and basic computation; accounting and database knowledge a plus.
• Be adaptable, flexible, and able to professionally manage last-minute scheduling and programming changes.
• Ability to work variable hours as needed for evening events.

And who has the following education and experience:

• College degree or equivalent life experience.
• At least two years of experience in event planning required; four years of experience in event planning preferred.
• At least one year of experience in development or soliciting donations or sponsorships.
• Experience with accounting and/or billing desired.
• Nonprofit or association experience strongly preferred.