ORGANIZATIONAL SUMMARY:

San Francisco AIDS Foundation promotes health, wellness, and social justice for communities most impacted by HIV, through sexual health and substance use services, advocacy, and community partnerships. Founded in 1982, SFAF envisions a future where health justice is achieved for all people living with or at risk for HIV, ultimately striving for a day when race is not a barrier to health and wellness, substance use is not stigmatized, HIV status does not determine quality of life, and HIV transmission is eliminated. Each year more than 25,000 people rely on SFAF programs and services and millions more find advocacy tools and information they need online. Learn more at sfaf.org.

POSITION OVERVIEW:

The AIDS/LifeCycle Event Planner oversees holistic planning and on-site production of all AIDS/LifeCycle Northern California special events that occur throughout the calendar year, which are comprised of a variety of event formats including training rides, parties, an exposition, and other functions. This role is also responsible for overseeing planning and producing of key elements of the AIDS/LifeCycle flagship Ride event each June, as guided by the AIDS/LifeCycle Production Director. The Event Planner collaborates with various staff positions in Northern California to curate participant experiences that drive retention, fundraising, advocacy, and knowledge of the missions of AIDS/LifeCycle and San Francisco AIDS Foundation.


ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include, but are not limited to, the following:
  • Plans and produces all AIDS/LifeCycle Northern California Special Events as directed by AIDS/LifeCycle Production Director, with wholistic oversight of each, including but not limited to:
    • Thank You Celebration (July/August)
    • AIDS/LifeCycle Kick Off Ride (October)
    • Holiday Party (December)
    • Expo (February)
    • Day on the Ride (April)
    • Top Fundraiser (i.e. 10K Club) appreciation events (Various)
    • AIDS/LifeCycle Orientation Day, Opening Ceremony, and Ride Out (June)
  • Responsible for all facets of the events under purview, including: budget management; vendor and contract negotiations; catering, décor, and event flow; in-kind donations; management & training/preparation of staff and volunteers; and event timelines. Maintains strong vendor relationships in order to streamline production and minimize costs wherever possible
  • Creates event atmosphere conducive to achieving event goals in support of Northern California’s regional success, and collaborates with NorCal Regional Director and various NorCal staff in service of this effort
  • Maintains timely and accurate records on attendance and recruitment numbers, analyzing the effectiveness of each event on participant recruitment, retention and fundraising performance, and produces post-event ROI reports and analyses
  • Coordinates with Recruitment Manager to drive attendance at events and prepare participants for their experience at events
  • Explores all avenues to make the events program revenue neutral or revenue-generating


SUPERVISORY RESPONSIBILITIES:

None.


KNOWLEDGE, SKILLS, AND ABILITIES:
  • Ability to produce special events with attendance of 1,000+ individuals, negotiate and secure contracts, organize logistics effectively, and oversee all aspects of event production.
  • Ability to work in a fast-paced environment; manage and prioritize multiple projects with competing deadlines; work independently with self-direction; and work actively with a team to achieve common goals.
  • Experience with AIDS/LifeCycle or similar fundraising events is a bonus.
  • This position works evenings and weekends on a regular basis. 
  • Must be comfortable interacting with a variety of communities including Clients and Participants of San Francisco AIDS Foundation, or be willing to learn how.


PHYSICAL REQUIREMENTS AND WORK ENVIRONMENTS 

Skill in operating various office equipment, such as personal computer, copy machine, telephone system. Ability to perform routine bending, stooping, twisting, and reaching.

This position requires working evening and weekend hours on a regular basis and staffing the AIDS/LifeCycle event, including pre and post production duties. The AIDS/LifeCycle event production involves working 16 or more consecutive days with long hours (19 hours or longer per day) during the event. Significant walking, lifting, standing, driving, and camping outdoors is required.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


EDUCATION AND/OR EXPERIENCE:
 
  • Five years of special event or related production experience required.
  • Knowledge of large-scale event production, ability to manage multiple tasks simultaneously, exceptional attention to detail, deep understanding of budgets, and experience working with volunteers and staff.
  • Experience working with office equipment, Google Drive, Microsoft Suite, and CAD Programs is preferred.
  • Bachelor’s degree preferred.

WORK ENVIRONMENT:
This position is primarily located at 1035 Market Street; San Francisco, however does require traveling to other office locations, be on-event for the annual AIDS/LifeCycle each June, on-site for special events, and off-site meetings as required by the job.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for personnel so classified.


EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
 
The San Francisco AIDS Foundation is an Equal Opportunity employer. We actively seek applications from people living with HIV/AIDS, persons with disabilities, women, LGBTQ people, and people of color.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

POSITION OPEN UNTIL FILLED
NO PHONE CALLS PLEASE


 

Department: AIDS/LifeCycle
This is a non-management position
This is a full time position

Visit Careers at San Francisco AIDS Foundation

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