Job Description: 

Roundup River Ranch is part of the SeriousFun Children's network and provides free summer camp experiences to seriously ill children and their families.

The Special Event Coordinator will coordinate, plan and implement all Roundup River Ranch (RRR) special events.  This includes but not limited to developing annual special events plans and goals, working with vendors to secure competitive bids, hiring vendors to support the events as needed, coordinating with the event committee to ensure engagement and support implementation of their vision, organizing and fulfilling all logistics related to events, working with individual fundraisers to support donors involved with special events, and work with the Director Of Development & Marketing and the Development & Marketing team to implement fundraising tactics related to special events.  

Areas of Responsibility
  • Provide management of Roundup River Ranch’s special event functions.
  • Work in partnership with the DODM to develop annual special event plans and strategies, setting key outcomes for each event.
    Plan, develop and execute Roundup River Ranch signature events, including but not limited to A Grateful Harvest, Taste of Camp, Campfire Games, Superhero Ski Day, Roundup the Stars Soiree’s and other third party and cultivation events. 

    • Demonstrate an excellent “can-do” attitude.
    • Demonstrate a commitment to success in inter and intra-team relationships and cooperation.
  • Provide strong vision, strategic direction and motivation for the special events area.
    • Provide clear objectives and evaluation measures for each event.
    • Maintain complete donor records.
    • Develop a strong working relationship with key members of the Roundup River Ranch Board and other critical Roundup River Ranch stakeholders.
    • Develop strategies and tactics to provide for an excellent volunteer experience.
    • Develop strategies and tactics to provide for excellent special event participant experience.
    • Develop strategies and tactics to provide for excellent key message delivery at all special events.
  • Negotiate with venues, consultants, and vendors to secure rates that are supportive of expense budgets.
  • Manage Chefs, consultants and vendors prior to and during the event to ensure flawless integration into events.
  • Develop content for event correspondence, collateral materials, social media, email campaigns, sponsorship letters/decks, and web.
  • Assist with the development of concepts, themes and formats of major events that engage supporters, infuse camp, increase brand awareness and grow revenue. 
  • Inform and update staff members and other key stakeholders in a timely manner on event updates and individual roles of support before, during and after events.
  • Coordinate and communicate with all event committees by scheduling regular meetings, identifying meaningful opportunities for engagement and communicating action steps and outcomes along the way.
  • Manage timelines, checklists and deadlines related to all aspects of events, ensuring key information is communicated with staff, volunteers, committee members, contractors and other constituents.
  • Create event programs, scripts and live auction/program book content, infusing the camp spirit into each event program from start to finish. 
  • Work with Volunteer Recruiter for internal and external event volunteers before, day of and after the event.
  • Oversee and execute post-event coordination including but not limited to internal and external debrief meetings, recognition of key constituents, submission of in-kind documentation from non-monetary gifts, and collection of revenue. 


Work with Director Of Development & Marketing to support special events in the following areas:

  • Developing prospect lists for each event and work with each relationship manager/individual fundraiser to devise solicitation plan, outreach strategy and continued stewardship of event donors within their respective portfolios.  
  • Creating sponsorship materials, patrons’ letters and relevant sponsorship communications.
  • Tracking and manage all sponsorship benefits.
  • Working with committees, board members and key donors to secure live auction packages for relevant signature events.
  • Creating and managing the special events budgets and ensure that expenses are well managed and within the scope of the annual operating budget.
  • Candidates should have a proven and successful track record of coordinating special events.
  • 3+ years’ experience working in a nonprofit and fundraising environment preferred.
  • Extensive knowledge of computer systems and development databases; i.e. Raiser’s Edge. Strong word processing and spreadsheet knowledge required.
  • Strong organizational skills and the ability to establish priorities are essential.
  • Excellent administrative & muti-tasking skills, highly motivated, and a proven ability to produce results in a deadline-oriented environment.
  • The ability to set goals and develop a plan to achieve goals.
  • The ability to enthusiastically advocate for children.
  • Independence, reliability, accuracy, and expedience in addressing duties.
  • The ability to handle pressure and meet deadlines with a minimum level of supervision and/or instruction.
  • A strong team orientation toward both internal and external constituents. Individual must be independent, accurate, reliable, and a fast worker.
  • An undergraduate degree from an accredited college or university in a realted field is preferred
  • This is a full-time, year-round position
  • Eligible to accrue up to 15 days paid time off
  • 11 paid public holidays
  • Benefits eligibility includes subsidized health, vision, dental, short term disability and life insurance.
  • 403(b) retirement plan with employer matching funds
  • Wellness benefit that can be applied to cost of a ski pass or other leisure activity
How To Apply

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