Pre-Event Planning

 

• Develop detailed project timelines and task checklists for each event, months in advance

• Source, vet, and coordinate vendors, facilitators, and volunteers

• Manage event registration, ticketing, and capacity considerations (via TWR's platforms)

• Coordinate with TWR marketing team on promotional calendar, copy, images, etc

• Recommend and/or take actions to promote events through new channels

• Prepare and track event budgets. Submit for Executive Director approval

• Handle permitting, insurance documentation, and any facility requirements

 

Day-Of Execution

 

• Lead all on-site setup, vendor check-in, and team briefings

• Serve as primary point of contact for all event staff and vendors

• Manage event flow, troubleshoot in real-time, and ensure a warm client experience

• Oversee breakdown, vendor off-boarding, and space restoration

• Coordinate or take photos and video of the event for social media and marketing

 

Post-Event​

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• Compile attendance data, revenue summaries, and post-event reports for each event

• Gather client and vendor feedback. Deliver a brief written recap to the Executive Director

• Maintain organized event files, contact lists, and vendor databases

• Contribute learnings to continuous improvement of TWR's event playbooks

 

Qualifications

 

Required

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• 2+ years of event planning or coordination experience (community, wellness, women's, family, and/or nonprofit context a plus)

• Exceptional organizational skills. Forward thinker and planner.

• The ability to manage multiple event timelines simultaneously

• Strong communicator. Professional, warm, and clear with vendors, clients, and team

• Comfortable with digital tools: Google Workspace, project management, event platforms, etc. Canva experience a plus, as we do have a designer on our team.

• Ability to work flexible hours including occasional evenings and weekends for events

• Reliable transportation to TWR's Baltimore location

 

Preferred

 

• Experience with perinatal, maternal health, or wellness communities

• Familiarity with Wix, or similar booking/registration platforms

• Experience managing event budgets and vendor contracts

• Network of Baltimore-area vendors, caterers, or wellness professionals

• Interest and availability to build a long-term mutually beneficial relationship