Campbell River Hospital and Public Health Unit


Organizing and Planning - Event Planner for Volunteer Recognition

Coordinate Volunteer Appreciation Event for hospital, Yucalta Lodge and Public Health voluteers. The responsibilities include: sending out invitations; tracking rsvps; booking speakers, entertainment and venues; booking caterers, decorating venue; and supporting event volunteers. See below for details on responsibilities.

This volunteer assignment has flexible hours. A timeline with deadlines will be created to support the management of tasks leading up to the event.

  1. Event Planning and Production
    • Assist with any negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, order event signs, and ensure appropriate d├ęcor (florals, linens, color schemes, etc.) to meet the quality expectations of the Coordinator of Volunteers.
    • Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
    • Create and revised room layouts for each event.
    • Propose new ideas to improve the event planning and implementation process.
    • Serve as liaison with vendors/service providers on event-related matters.
    • Assist with managing on-site production and clean up for events as necessary.
    • Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
    • Close out all events as required.
    • Assist with preparing budgets and provide periodic progress reports to Coordinator of Volunteers
    • Keep track of event and report expenses to Coordinator of Volunteers
  1. Event Administration:
    • Assist with preparing budgets and provide periodic progress reports to Manager, Volunteer Resources
    • Keep track of event and report expenses to Manager, Volunteer Resources

 

Schedule Summary

This activity generally occurs on

  • Monday - Morning, Afternoon, Evening
  • Tuesday - Morning, Afternoon, Evening
  • Wednesday - Morning, Afternoon, Evening
  • Thursday - Morning, Afternoon, Evening
  • Friday - Morning, Afternoon, Evening