Event Coordination Specialist

2 weeks ago


San Jose, California, United States Comida For Familias, Inc. Full time

Overview: Join Comida For Familias, Inc. as an Event Coordination Specialist, where you will play a pivotal role in planning, organizing, and executing a variety of community-focused events. Our mission is to support the underprivileged and enhance community engagement through diverse activities.

Key Responsibilities:

  • Facilitate the collaboration of team members, event staff, and clients to ensure seamless arrangements for meetings and events.
  • Engage with leadership to clarify goals and specifications for events, including conferences and gatherings.
  • Review and verify event invoices for accuracy prior to approval.
  • Coordinate essential services for events, encompassing accommodations, transportation, catering, signage, and security.
  • Ensure the availability of necessary equipment and resources for successful event execution.
  • Work closely with venue staff to align on event specifics and logistics.
  • Conduct inspections of event locations to confirm they meet all requirements.
  • Maintain comprehensive records related to event planning, including financial documentation.
  • Oversee event activities to ensure compliance with regulations and participant satisfaction, addressing any issues that may arise.
  • Negotiate agreements with service providers, including hotels and speakers.
  • Assess and select service providers based on established criteria.
  • Design and manage event programs, budgets, and schedules according to needs.
  • Recruit, train, and supervise volunteers and support personnel for events.
  • Conduct evaluations post-event to identify areas for improvement in future initiatives.
  • Manage administrative tasks, including financial operations and promotional material distribution.
  • Collaborate with sponsors and committees to outline event scope, budgets, and progress.
  • Organize participant registration for events.
  • Develop engaging event themes and select keynote speakers.
  • Promote event services through outreach to professional associations and the creation of informative materials.
  • Implement strategies to enhance event visibility and attract sponsorships.
  • Secure necessary permits for event activities, including food service and displays.


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