Fall 2017 Fundraising Gala Planner

OPEN POSITION: Fall 2017 Fundraising Gala Planner
REPORTS TO: Executive Director
LOCATION: Washington, DC / Remote
HIRING NEED: Immediate - April 2017


CORE, Inc. (CORE Group) is a leader in global community health, working to end preventable maternal, newborn, and child deaths around the world. We have a comparative advantage through collaborative action to promote and safeguard health in communities and create new models for reaching the most marginalized populations. As a neutral, trusted platform for a coalition of more than 100 members, we work together with the broader global health community to foster collaboration and learning, strengthen technical capacity, develop innovative tools and resources, and scale evidence-based approaches to improving health. Learn more here: www.coregroup.org.
2017 marks CORE Group’s 20th Anniversary, and CORE Group’s accomplishments are being celebrated each month of the year. Many of the achievements will be highlighted at the Fall 2017 Global Health Practitioner Conference (September 25 – 29, 2017), particularly during a special gala event to celebrate our 20 years of working to end preventable maternal, newborn and child deaths around the world. The Gala is mainly a fundraising event and at the same time, celebratory.


CORE Group hosts two Global Health Practitioner Conferences (GHPC) each year. The Fall 2017 GHPC will be held over five days (September 25 – 29) in Baltimore, MD at the Lord Baltimore Hotel. The gala will be held at the same hotel on Thursday evening, September 28, 2017. CORE Group will work with the Consultant to handle the local logistic arrangements for the gala, including registration, supplies, and general communications.
The Consultant will assist with the overall planning and design of the gala including planning calls and agenda input, and s/he will manage content development and coordinate with all point people, speakers, etc. S/he will work with CORE Group Staff, as well as the Fall Conference Consultant. The Consultant will provide support on the day of the Gala to CORE Group staff for the coordination of activities.
The main responsibility of the Gala Coordinator will be to develop a comprehensive fundraising plan for the Gala, in coordination with Board members and the Executive Director. Given this is CORE Group’s first Gala and fundraising event, we are looking for innovative ideas, a solid plan, and an experienced fundraiser. The Coordinator will work with CORE Group staff to implement the fundraising plan, connect with potential partners/donors, assist in the messaging and marketing plan, and execute fundraising activities during the event.
Other activities may include: establishing an SMS – donation plan, collect donations for auctions, search for keynote speakers or guest speakers and entertainment, assist in establishing a guest list and assist with outreach to potential guests and partners, work in partnership with possible vendors, compile or develop materials to submit to granting or other funding organizations, develop and maintain media contact lists, direct or supervise fundraising staff, including volunteer staff members, secure commitments of participation or donation from individuals or corporate donors, and prepare materials for charitable events, such as fundraising envelopes, bid sheets, or gift bags.
Responsibilities may include:
General & Admin
  • In collaboration with CORE Group Staff, assist with the event planning and coordination process
o Meet with CORE Group staff to verify roles / responsibilities
o Participate in Planning Committee calls
o Facilitate planning input and support agenda development
o Report progress on areas of consultant’s responsibility
o Participate in a debriefing activity with CORE Group staff
Concept Development, Marketing, Communications & Event Visibility
  • Develop an appropriate overall event theme, including name
  • Define the size and scope of the event, including guest count
  • Assist in the development of an event marketing plan
o Define the key message(s) to articulate for event
o Develop branding plan to clearly articulate message(s) within the event
o Prepare and maintain event website content
  • Develop an outreach plan
  • Recommend options for media elements (event video / animation) to be shown at event
o Oversee the production of any / all event media elements
  • Present stationery options, including: save-the-date, invitation, escort card, menu card, table number, program book, signage
o Develop print timeline
o Coordinate all aspects of creating, printing, calligraphy and mailing stationery items
Event Planning Details
  • Create an overall timeline with task checklist
  • Prepare an event budget; update periodically
  • Create and manage the event program
  • Recommend entertainment options
  • Recommend, arrange for and coordinate presenters for event program
  • Act as liaison to program presenters and selected entertainers
  • Coordinate logistics for program presenters, entertainers
  • Develop and manage a staffing and volunteer plan for the Event
  • Recommend options for audio / visual elements for the Event
o Act as liaison to audio / visual vendors
o Oversee all audio / visual aspects at the Event
  • Recommend options for light and staging elements for the Event
Event Sponsorship
  • Create a recommended fundraising matrix for the event, including revenue expectations
  • Create a sponsorship solicitation plan and timeline to be implemented by the event committee in coordination with the Development staff
  • Consult on the design and preparation of solicitation materials
  • Outreach to possible donors and partners
Venue Coordination & Management
  • Act as liaison to selected venue manager(s) in conjunction with the Fall Conference Consultant and CORE Group staff
  • Keep venue informed of changes/removals/additions to the event
  • Provide venue with total guest count by date stated on contract
  • Create and present floor plans; create final plan for all vendors
  • Engage all appropriate venue vendors
  • Validate that each vendor is prepared to execute event per Contract.
  • Manage all vendors leading up to and on the day of event.
  • Have scheduled meetings with venue and meet with lead staff assigned to the event to ensure clarity of roles, approve the timeline and flow and ensure all contracted services are ready for execution
On-Site Coordination
  • Ensure event flows per timeline
  • Act as point person for all vendors, including the venue
  • Validate vendors set up per floor plan and execute per the terms of their contract
  • Coordinate the set-up and breakdown of the event venue
  • Coordinate all “day of” volunteers and event staff
  • Handle and manage any last minute concerns
  • Other activities requested by the Executive Director


Terms of reimbursement and amount will be discussed during interview.
Only U.S.-based candidates who are eligible to work in the United States will be considered.

Please email your CV, cover letter, and references to coregrouphiring@gmail.com. Use “Fall Gala 2017 Event Planner - Last Name” as the subject line – no phone calls please. Only potential interviewees will be contacted.