Address
Form of workJOB PURPOSE
The Gala Events Coordinator will enhance and strengthen the experience at our Gala events as well as help raise as much money as possible for much needed cancer research. Your role is to assist in the planning and executing of the Gala events and ensure that they achieve the set objectives by supporting the Gala Team. You may also be required to assist Tour de Cure community events as a representative of the Gala team and any ad-hoc Tour de Cure HQ events.
Tour de Cure runs purpose driven and engaging events across the country where thousands of walkers, runners, bike riders or gala attendees come together to raise vital funds for cancer research and support programs. Since 2007, Tour de Cure has raised more than $117m, has funded more than 975 cancer projects leading to 141 significant breakthroughs.
In the past ten years, the Gala events have contributed more than $20m to cancer research through three flagship events; Snow Ball, Spring Lunch and Brisbane Long Lunch as well as supporting other gala-style events throughout the year.
The Gala events have grown rapidly since the first Snow Ball in 2014 and the standard of the events has increased significantly requiring more work and time from all involved including staff outside of the Gala team. This role was created to support the existing Gala team. As we continue to expand, this presents an excellent opportunity for personal and professional growth with our organisation.
You will report to the Gala Director and be supported by Tour de Cure head office and the Gala Committee.
KNOWLEDGE & EXPERIENCE
Event experience and an in-depth understanding of event management and vendor management
An organised planner who is effective in managing many tasks at once
Excellent interpersonal and communication skills and a collaborative mindset
Past experience working with colleagues in graphic design, sales, marketing and communications specialties
Ability to remain calm under pressure
Strong attention to detail
Excellent customer service
Excellent negotiation skills
Understanding of key performance indicators in event management
DUTIES & RESPONSIBILITES
General
General Gala Support and ad hoc event planning and management tasks as required
Gala Committee Management
Coordinate the gala committee, committee meetings, agendas and minutes
Manage the Executive Committee meetings, agendas and minutes with the Gala Director
Partnerships / Sponsorships
Support Gala Director in management of sponsorship deliverables such as social media posts, EDMs, product activations etc. working with both internal and external stakeholders
Auction / Prizes
Manage prize database with Gala Events Manager on auction platform – involving data entry and coordination of all auction items and prizes
Work with Gala Manager to implement Silent Auction campaigns. This includes developing an online platform, work with marketing to promote and launch of the silent auction platform across the TDC community
Support Gala Event Manager and Director being on ground with auction item collections
Manage raffle prize deliverables such as tickets, printing, promotion, display etc
Venue / Theming
Coordinate catering with Gala team and venue - menu selection, tastings
Manage external beverage suppliers and other vendors
Work with Gala Manager and Director to create, design and source theming for the event and room
Event Management
Develop plans, policies, and procedures when applicable i.e. covid plans
Support development and changes to run sheet with event producer
Assist event production team on the running of the day
Supplier management such as couriers, photographers, florists etc. in line with budget (with Gala Director)
Manage silent auction set up and bump out.
Manage the end of event redemption with the Volunteer Team Leader including pre-event briefings with auction platform representatives and volunteers
Work with auction platform representative to ensure tech requirements run smoothly in the lead up to the event and on event day
Charity Liaison
Support Gala Director and Grants Committee on charity process
Help Gala Director finalise speakers, briefing, logistics / accommodation
Source information and assets required for the event and share with Gala Team
Post-Event Work
Manage silent auction reconciliation - ensure all auction items are collected and accounted for
Manage unsold stock with warehouse – on and offsite within a timely manner
Coordinate any Tour de Cure managed prizes with the winning bidders i.e. dinners at home etc.
Support the Gala Director in reporting for sponsors
MEASURES OF SUCCESS
Ensuring Gala Events meet fundraising target and the strategic plan is delivered and implemented
WORKING ARRANGEMENTS
5 days per week
Flexible location working arrangements, but your time should be shared between head office in Frenchs Forest and Gala Chair’s office in CBD
Required to work at the Gala events which may be in the evening and may include out of hours bump in / out periods (days in lieu will be provided)
Required to attend monthly committee meetings out of hours (generally monthly but can be fortnightly in the month leading up to the events)
Interstate travel will be required
Salary packaging working for non-for-profit
Joining a passionate community
Play a role in finding a cure for cancer
TOUR DE CURE VALUES
You must always uphold the Tour de Cure CARING values:
Courageous
Achieving
Respectful
Inclusive
Nurturing
Growing
