Special Events Coordinator
The purpose of special events is to create enthusiasm, build a spirit of teamwork, and
increase motivation and visibility for the campaign.
Job description: The Special Events Coordinator plans, organizes and implements
activities related to special campaign events (e.g., kickoffs, education, motivation, and
recognition events). Responsibilities include: coordinating with military and civilian
federal agencies for locations, dates/times, development of sequence of events, food,
entertainment, protocol for flag level/VIP attendance, and supporting any working parties
to assist in setting up special events. Work with CFC publicity coordinator concerning
promotion and press releases for each event.
SPECIAL EVENTS SHOULD BE FUN!
The Special Events Coordinator maintains ongoing files and prepares a turn-over for next
year’s chair organization and CFC office.
Desired Skills
▪Enthusiastic
▪Good organization skills
▪Good people skills
▪Detail aware
▪Graphics experience helpful
Three major events:
Leaders meeting – June
Kickoff – September
Recognition – December
Other events:
Chairman’s event – July or August (optional)
Big 8 Reception – August (optional)
Federal Building kickoff/event – September
Installation/Agency Kickoff(s) – Assist Agency Project Officers
Timeline:
July:
Leaders meeting
Project Officers meeting
August:
Chairman’s event (optional)
Project Officers meeting
September:
Project Officers meeting
General Campaign Kickoff event
Federal Building Kickoff event
Installation/Agency Kickoff(s)
December:
Recognition/awards event
Leaders meeting … breakfast or luncheon, approx 130 attendees, Agency Heads and
Project Officers
April/May
Coordinate with Admin to ensure that Agency Head roster is updated
Survey agency heads of larger agencies to determine event date (travel schedules)
Decide on time of event
Reserve location
Determine whether or not a deposit is required
Place date/event on Chair’s calendar
Prepare invitation letter for Chair’s signature
Prepare attachments/enclosures (request to name Agency Project Officer)
Contact entertainment – band, vocalist, other
Contact chaplain
Contact color guard
Contact protocol: flags, invitations, seating arrangements
Check/visit location to determine seating, space, audio visual placement,
decorations
Decide whether or not table decorations are needed
Coordinate with CFC Project Officer to determine program, handouts
May/June
Ensure invitations with enclosures have been signed and mailed
Coordinate with Admin to establish a datasheet/worksheet for Project
Officers information/roster as it’s received
Notify/invite Project Officers as they are named
Select menu, get necessary approvals
Coordinate with Publicity coordinator to arrange for a photographer
Coordinate with Publicity coordinator concerning press releases about event
Programs and handouts finalized
Decide whether or not to provide bus transportation for Federal Building attendees
– if yes, reserve bus
July
Meet with caterer/location – lunch details: tables, meals, decorations, parking
validation, VIP parking, audio visual equipment, sound system, time room
is available prior to event for set-up
Determine any other supplies needed: easels, flip charts, misc
Complete decisions about seating, table tents, name tags
Coordinate with Admin to create table tents, name tags
Bus Transportation
Touch base with Chaplain, band, vocalist, entertainment, emcee, speaker
Coordinate with Publicity coordinator to ensure reporter, photographer
Discuss/assign roles and responsibilities of other team members
Day before event
Pick up table and any other decorations
Pick up flags, easels, helium for balloons
Touch base with location
All programs/handouts printed … folders prepared
Day of event
Table/name tents
Name tags for Planning Team
Digital camera
Need assistance:
Easels (with seating chart)
Hang banners, signs, posters
“man” door – escort people to table
Validate parking tickets
Place name tents and printed materials on tables
Assist with VIP parking
Decorate room and tables
Set up flags, banners
Set up audio visual equipment and test
Podium
Sound system - test
Sign-in sheets
Box with supplies: markers, pens, post-its, extra name tents, tape
After event
Thank you to location, security, chaplain, band, color guard, entertainment,
photographer
Kick-Off … breakfast or luncheon, approx 400 – 650 attendees, Agency Heads, Project
Officers, Unit Project Officers, Keypeople
April
Decide on date/location/time
Reserve location
Additional tables/chairs will be needed for charitable organization displays
Determine whether or not a deposit is required
Place on Chair’s calendar
Reserve band
Reserve color guard
June
Decide whether or not to offer bus transportation from Federal Building to Kickoff
Prepare draft invitation, submit for approval
If holding event outdoors, develop “plan B”
July
Coordinate with CFC Project Officer to determine program, agenda, handouts
Prepare invitation letter for Chair’s signature
Talk to location regarding security, gate passes, parking
Obtain list of charities participating in this year’s CFC
Create mailing list … local and all federations
Prepare invitation letter, handouts … may include invitation to Federal
Bldg kickoff event
Finalize menu
Contact Chaplain
August
Invitations mailed (Federal volunteers and charitable organizations)
Coordinate with Publicity coordinator to arrange for photographer
Coordinate with Publicity coordinator concerning press releases about event
Visit location: seating arrangement, stage, audio visual equipment, podium,
microphone, sound system, decorations
Decide whether or not table or other decorations are needed
September
Agenda/program/handouts finalized, printed
Final guest list/# of attendees
Bus transportation (?)
Touch base with Chaplain
Table tents for reserved tables, room/table decorations complete
Day before event
If holding outdoors, check weather forecast
Touch base with Chaplain, band, color guard, entertainment
Touch base with security, base clearance, etc
Day of event
Coordinate with CEO Director to assist charitable organizations
Table/name tents
Name tags for Planning Team
Digital camera
Need assistance:
Easels (with seating chart)
“man” door – escort people to table
Hang banners
Place name tents and printed materials on tables
Assist with VIP parking
Decorate room and tables
Set up flags, banners
Set up audio visual equipment and test
Podium
Sound system - test
Sign-in sheets
Box with supplies: markers, pens, post-its, extra name tents, tape
After event
Thank you to location, security, chaplain, band, color guard, entertainment
Federal Building Kickoff event
July
Contact FEB, ask them to email “floor in charge” re: cfc kickoff committee
Set up initial meeting with “floor in charge” tenants
Decide whether or not kickoff event is desired
If desired, decide on date, location (usually 5th floor cafeteria)
Contact cafeteria manager for use of cafeteria on that date
Solicit door prizes (CFC downtown staff)
August
Committee meets to establish overall look, entertainment, publicity for event
Committee assignments for above
Obtain list of charities participating in this year’s CFC
Create mailing list … local and all federations
Prepare invitation letter, handouts … may include invitation to Federal
Bldg kickoff event
September
Committee meets for progress update
Coordinate with CEO Coordinator to staff event
Prepare door prize cards (CFC downtown staff)
Day before event
Reminders to agencies
Day of event
Set up table for charitable displays
Hang banners, flags, blow up balloons (?), decorate cafeteria
Assist charitable organizations
Distribute door prizes
Assist kickoff committee
Recognition Event … breakfast or luncheon, approx 350 attendees, Agency Heads,
Project Officers, awardees
July
Decide on date/time/location
Reserve location
Place event on Chair’s calendar
Request band, color guard, chaplain
September
Coordinate with CFC Project Officer to determine program, agenda
Prepare draft invitation letter for Chair’s approval
Talk to location regarding security, gate passes, parking
November
Finalize menu
Invitations mailed
Coordinate with Publicity coordinator to arrange for photographer
Coordinate with Publicity coordinator concerning press releases about event
Visit location: seating arrangement, stage, audio visual equipment, podium,
microphone, sound system, decorations
Decide whether or not table or other decorations are needed
Decide whether or not to offer bus transportation from Federal Building to Kickoff
Decide how/when photographs of awardees will be taken; distributed
Decide how non-attending awardees will receive awards
December
Awards/certificates printed … ordered for presentation
Agenda/program/handouts finalized, printed
Final guest list/# of attendees
Table tents for reserved tables, room/table decorations complete
Day before event
Touch base with Chaplain, band, color guard, entertainment
Touch base with security, base clearance, etc
Day of event
Table/name tents
Name tags for Planning Team
Digital camera
Need assistance:
Easels (with seating chart)
“man” door – escort people to table
Hang banners
Place name tents and printed materials on tables
Assist with VIP parking
Decorate room and tables
Set up flags, banners
Set up audio visual equipment and test
Podium
Sound system - test
Sign-in sheets
Box with supplies: markers, pens, post-its, extra name tents, tape
After event
Distribute remaining certificates
Thank you to location, security, chaplain, band, color guard, entertainment
Complete turn-over file