the client is seeking a seasoned event coordination professional or firm to oversee the 18th Annual Inclusive Voices Luncheon from contract execution through post-event close-out. The event is scheduled for October 23, 2026, at the Wyndham Grand Pittsburgh Downtown, with an expected time commitment of approximately 20–25 hours per week through November 6. The selected contractor will support an established planning effort, taking responsibility for senior event coordination and higher-level strategic and production duties while working closely with the client’s CEO and internal staff.
The role will lead sponsorship support, including partnering with the CEO to recruit and close event sponsors toward the event’s fundraising goal; managing sponsor outreach, follow-up, and stewardship; coordinating sponsor recognition logistics such as signage and program listings; and pursuing additional sponsorship prospects beyond the current pipeline. The contractor will also complete recruitment and management of the remaining Conversationalists (table facilitators), handle their communications, orientation, and day-of briefing, and coordinate Conversationalist assignments and table logistics with client staff.
Additional responsibilities include event production and vendor coordination, such as developing and managing the run-of-show for event day; coordinating with audio/visual, photography/videography, and other vendors not already managed by the client; reviewing and finalizing program materials, printed collateral, and event signage; and maintaining an already-developed master event timeline and task tracker to ensure deadlines are met. The contractor will oversee attendee registration and single ticket sales, manage RSVP tracking, confirmations, and attendee communications, lead or support day-of check-in, and serve as a senior on-site presence; they will also coordinate staff and stakeholders by acting as the primary point of contact for vendors and venue staff on higher-level production matters.