Job Announcement: Event Coordinator
Chehalis River Basin Land Trust¡¦s (CRBLT) 1st Annual Salmon Dinner Fundraiser
Organization: The Chehalis River Basin Land Trust, 417 North Pearl Street, Centralia, WA 98531; phone: (360)-807-0764;
email: chehalislandtrust@yahoo.com. Website: chehalislandtrust.org
Contract Specialist Position: a maximum of 160 hours Wage: $15.00 per hour.
Dates: February through August 2016. Fundraising Event Date: Saturday, August 13, 2016, at the Chehalis River
Discovery Trail, Centralia. Supervisors: Jan Robinson, Chehalis River Basin Land Trust President; Director of Program
Services.
This contract is designed to achieve the following: The contractor will provide event organizer services to CRBLT for its
1st annual fundraiser, the Salmon and our Future Forever Dinner. The date and venue are Saturday August 13, 2016 at
the Chehalis River Discovery Trail, Centralia ¡V an outdoor venue. The contractor will work closely with CRBLT President
and staff to assure that the event meets the outreach and development goals of the organization. There will be
significant participation of CRBLT¡¦s Event Committee volunteers in preparation for the event.
CRBLT goals for the event:
– To increase visibility of CRBLT to the local community and to raise funds for stewardship, community outreach
and education activities.
-Provide a social opportunity for CRBLT supporters and for the community to learn about our CRBLT work
conserving, protecting and restoring ecologically significant lands within the Chehalis Basin. The event will serve
as a key opportunity for CRBLT to develop and strengthen relationships with donors and members.
-Provide information about CRBLT and inspiration for attendees because this will be our key fundraising event.
Gross revenue goals for the event are $15,000 (made up of dinner ticket sales, at $10,000, and sponsorship(s) at
about $5,000).
-Generate net income of about $7,200 by securing sponsorship and soliciting other donations from local farmers
and businesses.
Planned features of the event:
-Strong sponsorship from businesses and others in the community to bring in about $5,000.
-Large turnout – at least 225 attending, with about at least 200 paid tickets with more than half from table hosts
from the CRBLT Board and other supporters.

-Celebrate the organization¡¦s success and, via a video, deepen the understanding of the role of CRBLT for local
residents, and their opportunities to become members, volunteers or protect their lands with conservation
easements.
-Focus on the Salmon dinner aspect (not farmed-raised) with good local summer foods including excellent
vegetarian options.
– Possibility: Table captain envelope approach to bring in $1,000 in contributions at the event.
The 2016 Event Organizer will complete the following tasks:
-Task Timeline: The timeline will include coordinator and committee actions and benchmarks at intervals
that increase as the event approaches.
-Partner: Coordinate with the City of Centralia, owner of the event venue.
-Event Committee and Board Communication:
-Coordinate the working meetings of the event committee starting in late February or March, help recruit
volunteers for the committee, set meeting times and meeting agendas, and provide notes as a follow-up
to the meetings with details on next steps and responsibilities.
– Work with the event committee to assure maximum attendance, seek event volunteers including for
flowers, and to develop a program appropriate to the purpose of a social opportunity for participants,
and education and cultivation of supporters.
-Provide a brief written report to the CRBLT Board by first week of each month with any significant
budget changes including expected working hours so the board can see the progress of the event and
the budget status. The report will help the Board know that necessary tasks are fulfilled and any
changes needed.
– Sponsorships: Coordinate with Board Members and Staff on any follow-up steps needed related to
event sponsors (this work will be completed in February and March.)
-Publicity/Media: Secure, if possible, the services of a local printer for visuals for posters and web
communication and create the publicity and media campaign in coordination with Board and Staff.
-Ticket Sales: Organize the sale of tickets at a price commensurate with the value of the event and the
means of reporting the participant list to the Event Committee.
-Parking: Arrange for parking and shuttle service.
-Event Revenue Record Keeping:
– Devise a record keeping system for ticket sales, donations, volunteer’s emails, “fund the cause”
contributions by individual and by type of payment (credit card, cash, and checks.)
-Prepare a post event accounting system including details by individual participant showing tickets
purchased (cash, check, etc.), fund the cause contributions (cash, check, etc.) and any other purchases
such as extra wine, table center pieces.
-Coordinate with the committee the thank you emails to all funders and volunteers including information
needed for tax purposes for the funders. Provide lists of all guests with details on guests who made
financial contributions and who should receive mailed thank you notes.
– Send post event emails with information useful for tax purposes to all sponsors, in-kind donors and
participants who provided financial support.
-Food/Beverages: Work with volunteer committee members in charge of food preparation for the event
(may be a small contract to a local vendor to supply food items in addition to supplement salmon.)
Secure all rented supplies and equipment (tables, chairs, etc.) needed for the event meal. Procure
beverages appropriate for the event.
-Volunteers: Determine exact need for volunteers, and, with assistance from the event committee,
recruit volunteers. Ensure training and coordination of all volunteers.
– Day of the Event:
– Be the point person and troubleshooter on the day of the event.
– Organize the check-in, and flow of dinner.
– Manage the “fund the cause” contributions.
– Evaluation: Complete a post event evaluation and debrief, including preparation of summary reports
such as the final expense and income budget, and make recommendations for the next year’s event.
– Preparation for 2017: Work with the event committee to select a date for 2017, then work with staff to
secure a venue and initial sponsors for the 2017 event.
If you are interested in this contract position, please send a cover letter and resume by Monday, February 15th to:
Chehalis River Basin Land Trust, 417 North Pearl Street, Centralia, WA 98531; or via email:
chehalislandtrust@yahoo.com.
If you have any questions about this contract event coordinator position, or the CRBLT organization, please call 360-807-
0764.