If you are interested in this position, please email info@firstpaloalto.com.
EVENTS COORDINATOR
FIRST UNITED METHODIST CHURCH OF PALO ALTO
- Primary Function and Duties
The Event Coordinator (EC) for FUMCPA is expected to coordinate and oversee all receptions, funerals, memorial services, outside conferences, outside meetings, outside classes, and outside groups for any event (short-term and long-term)* that are held at the church as detailed below. They will promote the use of the FUMCPA facility, respond to inquiries, and provide tours of the church and rooms. This does not include concerts or wedding related events which are overseen by other coordinators. The Event Coordinator will serve as an Ex Officio member on the church Board of Trustees and will be expected to attend meetings. The Event Coordinator will serve as a backup to the Wedding Coordinator in case of need, absence or regularly scheduled time off. The EC will be expected to attend all regularly scheduled staff meetings.
*short-term: less than a week, long-term: more than a week
Events
- Check to be sure all requests for conferences, meetings, and classes are made by non-profit groups. Events can be requested by members and non-members.
- Follow fee schedule set by the Trustees and quote prices to persons making room requests.
- Prepare contract and collect all fees payable to FUMCPA.
- Prepare calendar request in consultation with the Church Administrator and Facilities Manager. Church events have priority over non-church events.
- Schedule needed staff, i.e. custodian, sound tech, etc.
- Supervise the event and make sure everything is cleared, stocked, reset, organized, and locked up afterwards.
- Be onsite when needed to oversee operations of outside groups. Check both facility and group for short-term outside groups.
- Assist/sub for concert and music events coordinator as needed.
- Prepare time cards and check requests for staff and support personnel for events coordinated.
Funerals and Memorial Services
- Ensure that the ministers are informed of the need to schedule a funeral or memorial service.
- Prepare calendar request in consultation with the Church Administrator and Facilities Manager. Church events have priority over non-church events.
- Follow fee schedule set by the Trustees and quote prices to persons wanting to use the church.
- Schedule needed staff, i.e. custodian, sound tech, organist, etc.
- Work with ministers and families to coordinate the reception, if any.
- Assist Memorial Garden Committee in setting up services/private family gatherings as need arises.
- Arrange for ushers for large services.
- Set up flowers and pictures as family desires.
- Setup guestbook.
- Collect fees for staff and church.
- Fill out time cards and request checks for all staff involved.
Receptions
- Work with caterers/organizers regarding space rules and times and fees.
- Schedule room on calendar in consultation with the Church Administrator and Facilities Manager. Church events have priority over non-church events.
- Draw up contracts and collect fees payable to FUMCPA.
- Schedule support staff, i.e. custodian, sound tech, etc.
- Supervise the event and make sure everything is cleared, stocked, reset, organized, and locked up afterwards.
- Prepare time cards and check requests for church staff and support personnel for reception.
Qualifications
- Ability to organize and oversee events of various types and be able to communicate well and manage people involved in events.
- Be able to communicate well. Be able to interpret and implement policy.
- Ability to use a computer including Microsoft Word, Excel, email, My Church Calendar and other programs as needed.
- Ability to lift up to 25 lbs. for chairs, tables, flowers, and arrange as needed.
- Ability to interact with a wide variety of individuals and remain calm during potentially stressful situations.
III. Work Schedule
Inquiries by groups interested in using FUMC facilities for memorial services, or special events will all be referred to the Events Coordinator, who will follow procedures and duties as previously described above.
Job Type: Part-time
