Part-Time Event Organizer & Manager
Position Overview
We are seeking a highly motivated, organized, and detail-oriented Event Organizer to oversee approximately 12 signature events each year.
This person will manage every stage of the event process—from securing venues and sponsorships to coordinating promotion, staffing, setup, guest experience, and post-event follow-up. The ideal candidate is proactive, task-oriented, professional, and able to keep multiple events moving forward while consistently meeting deadlines.
This is a hands-on position for someone who enjoys building relationships, coordinating details, leading a team, and creating polished, memorable experiences for top real estate professionals and Preferred Partners.
Key Responsibilities
Event Planning and Venue Coordination
- Plan and manage approximately 12 events annually throughout Oakland, Wayne, and Macomb counties.
- Secure event venues at least three to four months in advance to allow time for magazine promotion, sponsorship sales, and invitations.
- Research venues and negotiate pricing, packages, amenities, food and beverage requirements, contracts, and other event details.
- Confirm event dates, locations, schedules, capacity, parking, setup requirements, and the event program.
- Maintain regular communication with venue contacts and collect venue logos, photos, contact information, and business details for promotion.
- Conduct site visits, attend promotional video shoots, and maintain detailed timelines, budgets, task lists, and checklists.
Sponsorship Management
- Identify sponsorship opportunities and help develop sponsorship packages for each event.
- Call, email, and follow up with current clients and potential sponsors to secure event sponsorships.
- Collect sponsor logos, contact information, promotional details, and other required materials.
- Enter and track sponsorship charges, payments, benefits, and deliverables.
- Coordinate sponsor signage, social media recognition, magazine promotion, video recognition, event tickets, and on-site visibility.
- Send sponsors and Preferred Partners formal invitations, calendar holds, setup instructions, and event expectations.
- Follow up with sponsors who are contributing raffle prizes or gifts.
Event Budget and Expense Tracking
- Create and maintain an expense report for every event.
- Track sponsorship revenue, ticket sales, venue costs, food, entertainment, signage, vendor expenses, and other event-related costs.
- Keep spending within the approved budget and submit organized financial information to Terra after each event.
- Help evaluate each event’s profitability, attendance, sponsorship results, and overall success.
Marketing and Promotional Coordination
- Develop a complete promotional timeline for each event and coordinate deadlines with the social media, graphic design, video, magazine, and administrative teams.
- Create or coordinate Save the Date flyers for the Real Producers magazines, CRM campaigns, Eventbrite, private Facebook groups, social media, and sponsor promotions.
- Submit magazine Save the Date materials through PubManager and coordinate event graphics with Eric at Graphic Takeover when needed.
- Obtain Terra’s approval for Save the Date flyers, sponsor posters, and major promotional materials.
- Ensure event information is accurate and consistent across every platform.
- Tell the social media team when to post promotional videos, clips, sponsor features, reminders, and event updates.
Video Promotion
- Confirm promotional video dates and times with the videographer, venue, and participating guests.
- Provide the videographer with sponsor logos, venue information, contact details, and event information.
- Write or coordinate scripts and talking points for promotional videos.
- Arrange for a venue representative, sponsor, or other appropriate person to be interviewed on-site.
- Attend promotional shoots to assist with production and finalize event-day logistics.
- Coordinate a short video approximately three days before the event highlighting the venue or event experience.
- Distribute completed videos through email, Eventbrite, social media, and private Facebook groups.
Invitations, Registration and Attendance
- Create and manage each event in Eventbrite and keep Realtor, Preferred Partner, sponsor, and guest lists current.
- Coordinate with the administrative team to keep Eventbrite and CRM attendance lists updated.
- Create automated CRM workflows for invitations, RSVP reminders, confirmations, and post-event follow-up.
- Attach promotional videos and all relevant event information to Eventbrite invitations.
- Send initial invitations approximately five weeks out, followed by reminders three weeks, two weeks, one week, three days, and one day before the event.
- Make personal calls and use email, text messages, and Facebook messages as needed to increase registration.
- Send final reminders explaining where to go, where to park, what to bring, and what guests should expect.
- Monitor registration numbers, update Terra regularly, print name tags, prepare the final check-in list, and test all check-in apps.
Team and Vendor Management
- Confirm the employees, contractors, and volunteers working at each event.
- Assign check-in, guest welcome, sponsor assistance, raffle management, business-card attachment, photo/video coordination, setup, and teardown responsibilities.
- Schedule approximately four team members for check-in and guest assistance when appropriate.
- Send calendar invitations and detailed instructions, including arrival time, dress expectations, assignments, and responsibilities.
- Conduct a staff briefing one hour before the event and serve as the primary contact for venues, vendors, sponsors, and staff.
Event-Day Management
- Arrive approximately two hours before the event and ensure the venue is fully guest-ready at least one hour before the start time.
- Oversee tables, registration, sponsor displays, raffle gifts, name tags, décor, equipment, signage, and promotional materials.
- Order and arrange foam-board posters featuring recent magazine issues and event sponsorships.
- Test registration technology, welcome sponsors and vendors, brief staff, and manage guest flow and the event program.
- Remind Terra to record a live video near the beginning and middle of the event.
- Troubleshoot issues quickly and professionally, then oversee teardown and collection of Real Producers materials.
Post-Event Follow-Up
- Provide April or the administrative team with the sponsor list for thank-you cards through AMcards.
- Confirm automated thank-you emails are sent to Realtors, Preferred Partners, sponsors, and attendees.
- Send photos and tagging information to Lyndelle or the social media team and ensure people and businesses are tagged properly.
- Coordinate a post-event photo slideshow, recap video, and social media write-up with Terra.
- Select approximately 40–50 high-quality photos for the event recap in the appropriate Real Producers magazine.
- Write the event recap and submit it through PubManager.
- Document attendance, sponsorship results, expenses, feedback, challenges, and recommended improvements.
- Update Monday.com, the CRM, and all applicable event records, then conduct a final review with Terra.
Required Skills and Qualifications
- Highly organized, dependable, detail-oriented, and consistently on time.
- Self-motivated, proactive, and able to meet deadlines without repeated reminders.
- Task-oriented and capable of managing multiple events and priorities simultaneously.
- Excellent written, verbal, relationship-building, and negotiation skills.
- Professional and confident when speaking with business owners, sponsors, venues, Realtors, and vendors.
- Comfortable making sponsorship and registration calls and following up consistently.
- Able to lead staff, contractors, and volunteers while remaining calm and resourceful under pressure.
- Comfortable working independently while keeping Terra informed of progress, concerns, and decisions.
- Available for occasional daytime, evening, and weekend events and travel throughout the three-county area.
- Physically able to assist with event setup, signage, supplies, and teardown.
- Event planning, hospitality, marketing, sales, or project-management experience is preferred.
Technology Experience
Experience with the following platforms is preferred but not required:
- Eventbrite
- Bonzo or another CRM platform
- Monday.com
- PubManager
- Canva
- Facebook and Instagram
- Google Calendar, Drive, Docs, and Sheets
- Email marketing and automated communication workflows
- Mobile event check-in applications
Performance Expectations
- Venues secured three to four months in advance.
- Event milestones and promotional deadlines completed on time.
- Sponsorship, registration, and attendance goals actively pursued.
- Sponsorship revenue and event expenses tracked accurately.
- Clear, timely communication with Terra, sponsors, venues, vendors, guests, and staff.
- Professional event setup, execution, guest experience, and teardown.
- Post-event follow-up, social media assets, and magazine recaps completed promptly.
- Ability to anticipate needs, take ownership, and solve problems without constant direction.
Schedule and Availability
This is a part-time position with hours that fluctuate based on the event calendar. The Event Organizer must be available for planning meetings, venue visits, promotional video shoots, sponsor outreach, setup, the full event, and teardown.
Events may occur during normal business hours, evenings, or occasionally on weekends. Additional planning and follow-up work may be completed remotely as long as deadlines and communication expectations are consistently met.
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