Don't miss the HBA Home & Outdoor Living Show, April 12 - 14, 2024 Wilson Logistics Arena  |  Ozark Empire Fairgrounds  |  Springfield, MO
Don't miss the HBA Home &
Outdoor Living Show
April 12 - 14, 2024
Wilson Logistics Arena
Ozark Empire Fairgrounds
Springfield, MO

HBA Event Coordinator Position Available

Event Coordinator

Company/organization: HBA of Greater Springfield
Contact: Charlyce Ruth
Phone: 417.881.3711

All inquiries should be submitted to Charlyce Ruth via email. Please submit a cover letter and resume to Char@SpringfieldHBA.com.

Position: Event Coordinator

Status: Full Time, Non-Exempt

Salary: Commensurate with Educational Background and Experience

Work Hours: Monday-Friday, 8am-5pm, nights and weekends as events require

Reports to: CEO

This position will plan, design and produce the association’s events while managing all event delivery elements within the proper time line.  EC will organize facilities and manage all event’s details such as, but not limited to:  promotions, registrations, catering, location, contract details, attendee lists, equipment, promotional materials, staff and volunteer coordination, financial reporting, evaluating, researching.

Events Responsible For (not limited to these):

Home Show (HS), Monthly Membership Events, Spring & Fall Golf Tournaments, Spring & Fall Fishing Tournaments, Clay Shoot Tournament, Parade of Homes, Remodeling Show (RS), Education Events, Christmas Party, HBA Social Events, HBA Charitable Foundation (HBACF), and Coalition for Building a Better Tomorrow (CBBT):

  • Develop and coordinate the day to day management and execution of events by following the Task Time Line details and deadlines set forth for each event. Complete all pre and post event follow through according to task list.
  • Create events in Weblink with the appropriate dates, times, and details.
  • Register and track all attendees/sponsors for events in Weblink.
  • Prepare agendas, timelines, supplemental materials and minutes for any event committee meetings.
  • Develop and implement a plan to sell event sponsorships. The bulk of sponsorships are sold in the 4th quarter of the year before the Event is held. If openings are available, spots will need to try and be filled before event promotions begin.
  • Maintain custom service at levels that meet or exceed expectations of all members/vendors/staff/public for each event.
  • Recruit and retain needed event volunteers
  • Assist with annual budget planning for events revenue and expenses
  • Assist in use of Social Media to promote all events
  • Education: Plan subject and all criteria for education events. Manage education sessions including coordinating location, arranging food, set up of event, attends event, track attendance, etc.

Other related responsibilities:

  • Attend all Events responsible for and others as requested
  • Plan, recruit and coordinate all details for the Remodelers Council. Attend monthly meetings and prepare agendas, timelines, supplemental materials and minutes.  Send out any reminders and/or additional correspondence for Council.
  • Assist Government Affairs staff with fundraising event details when needed
  • Assist in answering the phone and other related office duties
  • Perform monthly billing/invoicing at the first of each month. Some billing is done periodically during times of when items are sold (includes):
    • Remodelers Council Dues
    • FMAP (Featured Member Ad Packages)
    • Magazine Billing
    • Directory Billing
    • Website and e-newsletter advertising
    • Specific Event advertising billing
    • Other office and advertising billings as needed/required
  • Run an A/R of outstanding invoices at the first of each month and follow up on past due invoices related to events, Remodelers Council dues, advertising, etc…
  • Contribute to the planning and building of sponsorship/advertising packages; track all billings for packages sold.
  • Assist Director of Communications with selling advertising opportunities.
  • Assist Director of Communications with website, e-newsletter, and Social Media posts as needed.
  • Work with staff to keep Event and Committee calendar up to date
  • Update Membership Involvement Points system on a monthly basis and communicate to the membership the status of their points and how they can earn points throughout the year.
    • Create posts on e-newsletters and website that links to the updated spreadsheet and point information.
  • Plan and brainstorm new ideas to help keep Events innovative
  • Assist on the Strategic Planning Panel to continue optimizing the growth and stability of the HBA.
    • Work on developing and implementing an Education Plan for the HBA (there has been a special Education Committee set up to work on this process).
  • Assist in recruiting and retaining HBA Membership.
  • Assist in keeping Weblink database updated with Event, Membership, and Financial information.
  • Perform other duties as may be assigned by the CEO.