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Event Manager

Napa Valley Grapegrowers

Napa, CA

Job Description:

RESPONSIBILITIES
1. ANNUAL MEMBERSHIP EVENTS
•  Annual Membership Meeting
- Manage, plan and execute the Annual Membership Meeting
- Work with the Member Relations Manager and Executive Director to coordinate event logistics: AV needs, food & beverage, invitation, venue, etc
•  Annual Dinner
- Responsible for the management and coordination of all event aspects of the Annual Dinner
- Event logistics: create event timelines and schedules, manage all vendors, coordinate set up and breakdown, point of contact for event venue, etc.
- Manage all décor, event rentals, AV/lighting, logistics, site, activities, caterers, and other vendors
- Manage all wine donations, pickup/delivery schedules, and pouring
- Assist with sponsorship outreach and management
- Work with Member Relations Manager and Executive Director on the logistics of the stage program and Grower of the Year video
- Manage all follow up details – thank you letters, invoicing, membership communications, etc.
•  Other membership events that arise
•  Manage the annual membership event budgets and report regularly to the NVG Associate Director

2. Harvest STOMP
•  Responsible for the management, coordination and execution of the Harvest STOMP annual fundraiser
•  Work with STOMP Committee Chairs and Steering Committee to create overall design and vision for event
•  Manage all décor, event rentals, AV/lighting, logistics, site, activities, and vendors
•  Manage all pre-event, day-of event and post-event details, staff, and logistics teams
•  Manage all caterers and coordinate all aspects of food service throughout the event
•  Manage the coordination of the band and entertainment requirements
•  Manage the event budget, reporting regularly to the NVG Associate Director
•  Assist with developing and executing sponsor recognition plan
•  Assist with the creation and development of Auction Lots and Lucky Lots
•  Work with STOMP Committee in the creation of the attendee take-a-way gift bags
•  Oversee the procurement and coordination of all wine donations
•  Efficiently prepare for and coordinate STOMP Steering Committee meetings and various sub-committee meeting schedules
•  Prepare meeting minutes for the STOMP Steering Committee and sub-committee meetings
•  Manage all follow up post-event: thank you packets, auction lot follow up, vendor communication, invoicing, budget, committee wrap up, etc.

3. ROOTSTOCK
•  Solicit and manage all exhibitor outreach and logistics
•  Assist with the setup of the online exhibitor and event registration platform
•  Manage all aspects of exhibitor placement, booth assignments, contracts, nametags, etc.
•  Exhibitor point of contact for the entire event
•  Assist with the coordination and execution of sponsor benefits
•  Responsible for managing and executing all aspects of the pre-event seminar and welcome reception
•  Assist NVG Program Manager with all event rentals, vendor coordination, and overall event logistics
•  Work with NVG Program Manager and FWF Program Manager on event staffing needs
•  Coordinate the food & beverage needs for the event
•  Attend and participate in all ROOTSTOCK Steering Committee meetings

4. Napa Valley Farmworker Foundation
•  Annual Pruning Contest
- Responsible for all aspects of management, coordination and execution of the Annual Pruning Contest
- Manage sponsor solicitation and outreach
- Event logistics: create event timelines and schedules, manage all vendors, coordinate set up and breakdown, point of contact for event venue, etc.
- Manage all décor, event rentals, AV, logistics, site, activities, caterers, community organization participants, and other vendors
- Work with Steering Committee to secure all contestant prizes
- Manage Pruning Contest budget, reporting regularly to NVG Associate Director
- Manage all post event wrap up and follow up
•  Annual Donor Recognition & Farmworker Appreciation Luncheon
- Manage all event coordination and logistics details of the annual appreciation luncheon
- Secure event venue and oversee all event logistics – catering, AV, donor gifts, wine donation, etc.
- Manage the event budget
- Manage all post-event follow up
•  Día de la Familia
- Assist the FWF Program Manager in planning and executing the event
- Coordinate Día de la Familia Steering Committee meetings and prepare meeting minutes
- Assist the FWF Program Manager with vendor logistics – catering, event rentals, audio visual, set up, breakdown, décor, catering/event staff, etc.
- Coordinate all kids activities
- Assist FWF Program Manager with all event wrap up

5. Miscellaneous support for NVG seminars & events

6. Service the goals and objectives of the NVG Strategic Plan

7. General support to NVG Associate Director

QUALIFICATIONS
Cover letters and resumes must demonstrate the presence of the following attributes and skills:
•  Exceptional organization skills
•  Excellent writing and communication skills
•  High level of accuracy
•  Self-starter & ability to self-manage
•  Ability to create, maintain, and report budgets
•  Proficiency in Excel, Word, and database management
•  Demonstrated success working with a planning team
•  Proven ability to develop and maintain strong relationships with vendors
•  Highly motivated work ethic
•  Creativity in designing pleasing décor for events
•  2+ years’ experience in the event and/or hospitality industry
•  Experience with luxury brands a plus
•  Ability to lift 50 lbs.
•  Clean driving record with the California DMV

TO APPLY
Submit a cover letter detailing their understanding of the Napa Valley Grapegrowers and what they can bring to this specific position, along with a resume directly to: napagrowers@gmail.com
Subject line must read: EVENT MANAGER OPPORTUNITY
Applications sent through automatic submission via job boards will not be read.

Additional Information:

Job Posted:
Wednesday, January 11th
Type of Work:
Full Time