Events Coordinator

TRADE SECRETS EVENTS COORDINATOR

CONTRACT DESCRIPTION

About the Contract:

The Events Coordinator develops, plans, coordinates and executes our signature Project Sage fundraiser, Trade Secrets, which is celebrating its 25th anniversary May 17 + 18, 2025. Trade Secrets is an annual two day garden event, including garden tours and a rare plant and garden antiques sale.

This is an independent contract position for 6 months a year from January-June. The initial contract will go from January 6, 2025-June 30, 2025. This contract will require approximately 750-1000 hours.

The primary point of contact for this contractor is the Director of Development. The contractor works side by side with the Development Associate to execute Trade Secrets.

Project Scope:

• Project Manage Trade Secrets: oversee planning, coordination and execution of all details associated with Trade Secrets
• Be available for bi-weekly in person meetings and regular multi-hour project work in the Project SAGE office and more frequently leading up to the event, starting in March/April
• Be present for the full week leading up to Trade Secrets for in person set up needs both in the office and at the event location, Lime Rock Park
• Be available to contact during business hours of 830am-4:30pm by phone and text
• Able to answer emails and texts within 12-24 hours and more immediately leading up to the event.
• Throughout the process, ensure everything adheres to Project SAGE and Trade Secrets standards
• Liaise with staff, board, volunteers, clients, vendors and other stakeholders during the event planning process to ensure everything is in order
• Work side by side with the Development Associate as the Project SAGE staff Trade Secrets employee
• Work side by side with the Trade Secrets Vendor Committee to plan layout of vendors and services
• Supervise and oversee the work of volunteers in other Trade Secret Committees
• Be available for in person meetings with the various committees who work on the event
• Hire and oversee any temporary paid help, paid event staff
• Work with the Development Associate to maintain event budgets
• Work with Development Associate to manage, coordinate and monitor event timelines and schedules and ensure deadlines are met
• Work with the publicist and marketing/communication consultant on all aspects of event communication and marketing, working to maximize the 25th anniversary
• Ensure all garden tours, volunteers, tabling and host homes for garden tours are ready for Saturday, May 17
• Ensure all is ready for the plant and antique sale on Sunday, May 18
• Manage all event set-up, tear down, and follow-up processes
• Participate in assessment practices around the event’s overall success
• Assist the Development Associate with the following:
  • Setting up ticket system and sales
  • Guidance with the Trade Secrets Underwriting Committee to secure sponsorships
  • Aid in identifying and soliciting event sponsors
  • Visit, negotiate and secure event space
  • Negotiate contracts
  • Schedule speakers, vendors, and participants
  • Send out invitations and manage RSVP list and other correspondence
  • Coordinate event logistics, including ticketing system, registration and attendee tracking, presentation and materials and pre- and post-event evaluations
  • Help oversee the Trade Secrets Newsletter
  • Help oversee creation of Trade Secrets Resource Guide

Key Qualifications

• Excellent project management skills, with a meticulous attention to detail and superb organizational skills
• Attentive listener with an empathetic disposition.
• Prioritizes clarity and accuracy in all communications
• Enthusiasm about collaborating with a small team at a mission-driven organization
• Seasoned problem solver
• Ability to exercise a high level of discretion in both internal and external interactions
• Self-motivated and self-directed to complete tasks in a timely and accurate manner
• Diligent in follow through with a growth mindset
• Navigates high energy and interpersonal situations with grace and calm
• Maintains a professional, flexible, can-do level of service
• Resilient and adaptable
• Creative, innovative and imaginative, with a passion for beauty and aesthetics
• Ability to participate in physical activities related to event planning, including lifting boxes of materials and moving event items
• Valid driver’s license and current certificate of insurance is required.

Special Requirements:

• Maintain client confidentiality subject to Project SAGE’s confidentiality and mandatory reporting policies and the provisions of CGS 52-146k privileged communications between domestic violence counselors and victims

Key Experience:

• Bachelor’s degree or equivalent experience, a focus on event management, hospitality management, public relations, marketing, communications, or business a plus
• 5+ years’ experience as an event coordinator or planner
• Demonstrated success overseeing volunteers, managing event committees and working with vendors
• Demonstrated effectiveness in building meaningful and authentic interpersonal working relationships with the Board of Directors, staff, volunteers, committees, community groups, and other related stakeholders

To submit a bid proposal:

Please send a proposal package including your resume or summary of professional accomplishments as an events coordinator, one page letter explaining why this contract appeals to you at this point in your life and career and a one page contract fee proposal to careers@project-sage.org. Proposals will be accepted until the contract is filled and will begin to be reviewed immediately.

Learn more about Trade Secrets: https://www.tradesecretsct.com/

Learn more about Project SAGE: https://project-sage.org/

About Project SAGE (formerly Women’s Support Services)

Project SAGE creates social change to end interpersonal relationship violence by challenging attitudes and beliefs about power, control, and gender norms and by advocating for victims and survivors.

According to the National Centers for Disease Control and Prevention, one in three women and one in four men in the United States have experienced severe physical violence by an intimate partner. With a powerful mission to create social change that ends interpersonal relationship violence, Project SAGE challenges attitudes and beliefs about power, control, and gender norms and advocates for victims and survivors. Serving six towns in the Northwest Connecticut community, the agency supports survivors, raises awareness through education and training, and challenges community businesses, providers, schools, and others to do better by victims and survivors in all they do.

For over 40 years, Project SAGE has worked towards their vision of a world in which everyone can be themselves and have healthy relationships. Last year, Project SAGE provided:

• Emergency shelter for 28 clients, collectively over 1400 nights of shelter
• Direct Services to approximately 800 adult and youth clients
• Support and advocacy for 558 victims of family violence in Criminal and Civil Court
• Responses to 1,884 hotline crisis requests
• Prevention education workshops that meet CT education standards in all grade 6-12 classrooms in Region 1 schools
• 46 workshops/trainings for adults, with attendance of over 400 people
• 317 prevention workshops for children and teens in local schools and daycare programs

Project SAGE is located in Lakeville, CT. Part of Litchfield County, Lakeville is one of the best places to live in Connecticut. It's known for its peaceful atmosphere, scenic beauty, beautiful vistas, pristine lakes and historic charm. It’s convenient to the Appalachian Trail, mountains for hiking and skiing, lakes for fishing and canoeing, and numerous art and music venues.

In February 2022, Project SAGE moved to a spacious, bright, new, accessible space with increased capacity for client services and staff needs. We are now embarking on the second phase of the building renovation, which will provide more room for expanding staff and offer warm, welcoming spaces in which to meet the diverse and often urgent needs of clients, foster the healthy development of youth, and provide a dynamic space for training, engagement, and community collaborations.

With a current annual budget of $1.5 million, Project SAGE has recently experienced significant growth and has a strong foundation—both in terms of reputation and revenue generation—on which to continue to increase our impact. With a committed Board of 17 members and staff of 12, last year, the agency raised 36% of its revenue from individual and institutional donors, 35% from state and federal funding, and 29% from their nationally acclaimed annual event, Trade Secrets, which will celebrate its 25th anniversary in 2025.

Project SAGE is one of the 18 members of CCADV, the Connecticut Coalition Against Domestic Violence.

Statement of Principles

Cooperation and Mutual Respect

Project SAGE is committed to the development of each person’s full potential and the dignity and worth of each individual’s talents and contributions. Relations among staff, between staff and Board, and with volunteers will be guided by cooperation and mutual respect.

Collaboration and Communication

Project SAGE strives to maintain a supportive and collaborative environment where each person can bring their best to the work and mission of Project SAGE. Project SAGE values honest, direct, and respectful communication among staff, volunteers, and Board members.

Strength in Diversity

Project SAGE believes honoring diversity and striving for inclusiveness are values of strength that contribute positively to the work and mission of Project SAGE.

Project SAGE is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, age, sex (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, veteran status, learning, intellectual disability, learning disability, physical disability (including, but not limited to, blindness), present or past history of mental disability, having opposed or complained of such conduct believed to be discriminatory (i.e., retaliation), genetic information, prior conviction of a crime, or any other characteristic protected by applicable federal, state or local laws and ordinances. Project SAGE’s management team is dedicated to this policy with respect to any of its activities, including but not limited to selection of its volunteers and vendors, recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.

Research indicates that men apply for jobs when they fulfill an average of 60% of the criteria, while individuals from historically underestimated communities tend to apply only if they meet every requirement. Project SAGE is committed to creating, maintaining, and learning about a diverse and inclusive working space and is proud to be an equal opportunity employer. If you believe that you could excel in this role, we encourage you to apply.