Job Description
About Wickford Art Association
Established in 1+62, the Wickford Art Association (WAA) thrives as a vibrant, community-based nonprofit dedicated to fostering the visual arts. Our mission is to educate, encourage, and inspire our members, the local arts community, and the general public, while promoting fine arts within our community.
About the Position
Under the general direction of the Executive Director, the Event Coordinator plays a crucial role in the planning, coordination, and execution of a diverse range of events hosted by the Wickford Art Association. This includes gallery exhibits, special events, fundraisers, and the renowned Wickford Art Festival. The Event Coordinator ensures that all events align with the WAA’s mission and goals, providing a seamless experience for attendees and participants.
Duties and Responsibilities:
Event Planning and Management:
• Develop, plan, and execute all WAA events, including gallery openings, workshops, special events, and the annual art festival.
• Coordinate with vendors, artists, instructors, volunteers, and other stakeholders to ensure seamless event execution and high-quality experiences for participants.
• Manage event budgets, including tracking expenses, processing payments, and maintaining financial records.
• Oversee all event logistics, including venue setup, equipment rentals, catering, and transportation, ensuring all elements are in place for a successful event.
• Ensure compliance with all necessary permits and regulations specific to each event.
• Align event objectives with the WAA’s mission and strategic goals.
• Collaborate with staff and volunteers on artist applications and jury processes, including posting and updating application details, instructions, and event information on the website.
• Process artist applications efficiently, maintaining accurate data files and records of all involved parties.
Volunteer Coordination:
• Recruit, train, and manage volunteers for events, ensuring effective scheduling and coverage.
• Provide ongoing support and guidance to volunteers to ensure a positive and productive experience.
Marketing and Promotion:
• Promote events through social media, email campaigns, press releases, and other marketing channels.
• Collaborate with graphic designers to create print and digital marketing materials (e.g., logos, ads, banner graphics, maps, programs) within the allocated budget.
• Maintain and update event information on the Wickford Art Association’s website to ensure accuracy and accessibility.
• Work closely with the Marketing Committee and Fundraising Committee to integrate promotional efforts with overall marketing and fundraising strategies.
• Form and oversee a jury committee to evaluate new or reapplying artists for the art festival, updating records and notifying artists of jury results.
• Oversee the implementation of the marketing campaign in collaboration with the Marketing Committee, proposing new strategies to expand its reach and attract new artists and attendees.
• Manage the distribution of programs/maps to merchants, advertisers and sponsors, including virtual (downloadable as a pdf) options to enhance event promotion.
Post-Event Activities:
• Conduct thorough post-event evaluations to assess success, gather feedback, and identify areas for improvement.
• Prepare detailed event reports, including attendance numbers, financial performance, and participant feedback.
• Send thank-you notes and follow-up communications to participants, volunteers, and sponsors.
• Compile and submit a final report detailing the event outcome, finalizing all related paperwork, including forms, taxes, licenses, finances, permits, and any issues encountered.
Qualifications:
• Bachelor’s degree in Event Management, Arts Administration, or a related field, or equivalent experience.
• Previous experience in event planning, preferably in a nonprofit or arts environment.
• Strong organizational and time management skills, with the ability to manage multiple events and projects simultaneously.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to work collaboratively with a diverse group of stakeholders.
• Proficiency in computer skills, with working knowledge of Microsoft and Google Suites.
• Flexibility to work evenings, weekends, and holidays as needed for events.
Preferred Qualifications:
• Knowledge of or passion for the arts and cultural sector.
• Experience with volunteer management.
• Familiarity with the local community and vendors.
Physical Demands:
• Ability to lift up to 25 pounds for event setup and breakdown.
• Ability to stand or walk for extended periods during events.
Job Type: Part-time
Pay: From $23.00 per hour
Expected hours: 20 per week
Benefits:
• Flexible schedule
• Paid time off
Schedule:
• Day shift
• Evenings as needed
• Monday to Friday
• Nights as needed
• Weekends as needed
Ability to Relocate:
• North Kingstown, RI 02852: Relocate before starting work (Required)
Work Location: Hybrid remote in North Kingstown, RI 02852
Established in 1+62, the Wickford Art Association (WAA) thrives as a vibrant, community-based nonprofit dedicated to fostering the visual arts. Our mission is to educate, encourage, and inspire our members, the local arts community, and the general public, while promoting fine arts within our community.
About the Position
Under the general direction of the Executive Director, the Event Coordinator plays a crucial role in the planning, coordination, and execution of a diverse range of events hosted by the Wickford Art Association. This includes gallery exhibits, special events, fundraisers, and the renowned Wickford Art Festival. The Event Coordinator ensures that all events align with the WAA’s mission and goals, providing a seamless experience for attendees and participants.
Duties and Responsibilities:
Event Planning and Management:
• Develop, plan, and execute all WAA events, including gallery openings, workshops, special events, and the annual art festival.
• Coordinate with vendors, artists, instructors, volunteers, and other stakeholders to ensure seamless event execution and high-quality experiences for participants.
• Manage event budgets, including tracking expenses, processing payments, and maintaining financial records.
• Oversee all event logistics, including venue setup, equipment rentals, catering, and transportation, ensuring all elements are in place for a successful event.
• Ensure compliance with all necessary permits and regulations specific to each event.
• Align event objectives with the WAA’s mission and strategic goals.
• Collaborate with staff and volunteers on artist applications and jury processes, including posting and updating application details, instructions, and event information on the website.
• Process artist applications efficiently, maintaining accurate data files and records of all involved parties.
Volunteer Coordination:
• Recruit, train, and manage volunteers for events, ensuring effective scheduling and coverage.
• Provide ongoing support and guidance to volunteers to ensure a positive and productive experience.
Marketing and Promotion:
• Promote events through social media, email campaigns, press releases, and other marketing channels.
• Collaborate with graphic designers to create print and digital marketing materials (e.g., logos, ads, banner graphics, maps, programs) within the allocated budget.
• Maintain and update event information on the Wickford Art Association’s website to ensure accuracy and accessibility.
• Work closely with the Marketing Committee and Fundraising Committee to integrate promotional efforts with overall marketing and fundraising strategies.
• Form and oversee a jury committee to evaluate new or reapplying artists for the art festival, updating records and notifying artists of jury results.
• Oversee the implementation of the marketing campaign in collaboration with the Marketing Committee, proposing new strategies to expand its reach and attract new artists and attendees.
• Manage the distribution of programs/maps to merchants, advertisers and sponsors, including virtual (downloadable as a pdf) options to enhance event promotion.
Post-Event Activities:
• Conduct thorough post-event evaluations to assess success, gather feedback, and identify areas for improvement.
• Prepare detailed event reports, including attendance numbers, financial performance, and participant feedback.
• Send thank-you notes and follow-up communications to participants, volunteers, and sponsors.
• Compile and submit a final report detailing the event outcome, finalizing all related paperwork, including forms, taxes, licenses, finances, permits, and any issues encountered.
Qualifications:
• Bachelor’s degree in Event Management, Arts Administration, or a related field, or equivalent experience.
• Previous experience in event planning, preferably in a nonprofit or arts environment.
• Strong organizational and time management skills, with the ability to manage multiple events and projects simultaneously.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to work collaboratively with a diverse group of stakeholders.
• Proficiency in computer skills, with working knowledge of Microsoft and Google Suites.
• Flexibility to work evenings, weekends, and holidays as needed for events.
Preferred Qualifications:
• Knowledge of or passion for the arts and cultural sector.
• Experience with volunteer management.
• Familiarity with the local community and vendors.
Physical Demands:
• Ability to lift up to 25 pounds for event setup and breakdown.
• Ability to stand or walk for extended periods during events.
Job Type: Part-time
Pay: From $23.00 per hour
Expected hours: 20 per week
Benefits:
• Flexible schedule
• Paid time off
Schedule:
• Day shift
• Evenings as needed
• Monday to Friday
• Nights as needed
• Weekends as needed
Ability to Relocate:
• North Kingstown, RI 02852: Relocate before starting work (Required)
Work Location: Hybrid remote in North Kingstown, RI 02852
💡 Quick Summary
Seeking a career-building opportunity? The Event Coordinator position is now open for candidates interested in the Event Management Jobs sector. This role in North Kingstown offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
