- Work with FCNL
FCNL is seeking an Event Planner to manage the planning, production, and execution of FCNL’s major public events.
The Event Planner will oversee all aspects of the events to support participants’ experience of FCNL as a Quaker, values-based organization focused on relationship-building and produce events that are well-attended, well-organized, and within budget.
The Event Planner manages the following public events: two annual advocacy conferences (Spring Lobby Weekend and the Quaker Public Policy Institute) and the Annual Meeting of FCNL’s 180+ member governing board. The person in this position is responsible for project management, logistics, marketing, contract management, budgeting, on-site support, and follow-up, as well as serving for the registrar for these events. This individual also provides expert organizing and logistics help for other specific FCNL events.
The Event Planner reports to the Director of Integrated Strategy and Impact and works out of FCNL’s Washington, DC office. The position requires close collaboration with staff across the organization, particularly the Young Adult Program Coordinator for work around Spring Lobby Weekend.
The Friends Committee on National Legislation (FCNL) works for social and economic justice, peace, stewardship of the environment, and good government. Since 1943, FCNL has brought Quaker values to bear on national policy through congressional testimony, Capitol Hill visits, educational activities, publications, email and social media, a robust web site and grassroots lobbying.
FCNL witnesses from a basis of spiritual and ethical purpose and seeks to change government policy and practice for the better. In the last decade, tens of thousands of new people have been drawn to join the FCNL network to learn more about federal policy issues, lobby their elected representatives, and help to rebuild our democratic system. Today, our nationwide network of some 60,000 includes people from many different faiths and backgrounds.
Headquartered on Capitol Hill in Washington, DC, FCNL is governed by a General Committee of 190 people from across the country and employs a staff of 47.
Key Priorities and Responsibilities
- Manage the planning, workflow, and execution of Annual Meeting and the Quaker Public Policy Institute in November, Spring Lobby Weekend in March, and other designated events. Ensure events are coherent and advance FCNL’s programmatic and organizational goals.
- Serve as the primary point of contact for event registrants and those interested in attending.
- Convene and engage with organizational stakeholders, including staff from leadership, communications, grassroots advocacy, lobbying teams, and business administration to coordinate and assign event-related tasks leading up to the event.
- Identify potential meeting spaces for events and negotiate contracts. Serve as the primary contact person for event venues and related vendors. Oversee all logistical details, including room set-up, audio/visuals, technology, transportation, catering, housing, and BEOs. Track and report on event budgets and key registration metrics.
- Manage the event registration process, ensuring that it provides FCNL with all necessary information and is welcoming for attenders. Maintain registration records and provide reports to relevant staff. Ensure that registration information integrates smoothly in FCNL databases.
- Oversee marketing for these events.
- Develop scholarship budgets, market scholarship opportunities, and communicate with attendees who request financial assistance. Make recommendations and keep records on financial aid distribution.
- Keep track of and process reimbursements.
- Coordinate all event-related materials, such as registration packets and signage.
- Manage logistics before, during, and after events. Develop staff roles, schedules, and scripts, working with speakers to ensure a smooth run-of-show and an efficient management of post-event tasks.
- Organize event evaluation. Ensure that lessons from previous years are incorporated into future event planning.
- Provide internal leadership around event best practices and learning. Provide expert support and advice to the Quaker Welcome Center Coordinator and other staff who manage events as part of their responsibilities.
- Participate in meetings of the Annual Meeting Planning Committee, a subcommittee of the governing board who advises FCNL on the planning and organization of Annual Meeting.
- Other duties as assigned.
Experience & Attributes
- 3-5 years’ experience in managing events, preferably at a non-profit.
- In-depth knowledge of event planning principles and practices.
- Highly organized and detail-oriented.
- Strong problem solving ability.
- Self-motivated and entrepreneurial.
- Competency in creating and maintaining spreadsheets and using databases.
- Experience with event promotion and marketing.
- Demonstrated ability to multi-task and meet deadlines in a fast-paced environment. Ability to set priorities and maintain focus on goals.
- Knowledge and proficiency in the use of project management software (Trello or equivalent).
- A clear communicator, both orally and in writing. Comfortable spending several hours a day on the telephone. Enjoys meeting new people and building relationships with them.
- Adaptability to maintain performance level under pressure or when experiencing changes or challenges to the planning and execution of events.
- Capacity to make decisions and communicate those decisions with tact and professionalism to people at all levels of an organization. Discernment in identifying when to make decisions independently and when to consult. - Proven ability to work within organizational structures to move projects forward.
- Willingness to engage with FCNL’s governors, donors and other constituents in a way that increases their connections to FCNL.
- Understanding of the legislative process and FCNL’s role in that process.
- General agreement with FCNL’s policy positions.
Compensation and Work Expectations
Salary is commensurate with experience. This is a full-time exempt position, based on a 37.5 hour work week. In the period around events (February-March and October-November, typically), hours will significantly exceed a normal work week. Some compensatory time will balance evening and weekend work. Benefits include health and dental insurance; disability insurance; life insurance; paid holidays; vacation; sick leave; maternity/paternity leave; and a generous retirement plan.
- Send cover letter and resume to firstname.lastname@example.org. (Only electronic submissions will be accepted.)
- The position will remain posted until filled.
FCNL seeks to create a diverse workplace. We are actively soliciting applicants from all ethnic, racial and religious backgrounds.