Event Planning Consultant

Event Planning Consultant For 25th Anniversary GalaFLACS will host its inaugural 25th Anniversary Gala in October/November 2026, celebrating its legacy of service in the South Bronx, honoring key contributors, expanding the Friends of FLACS network, and raising funds to advance its mission. The event will serve approximately 250 guests and will take place in the Greater Bronx area. The gala theme is Legacy: Teaching Today, Shaping Tomorrow / Families Still Matter. FLACS seeks an experienced Event Planning Consultant to manage the end-to-end planning and execution of the 25th Anniversary Gala. The consultant will serve as the central project manager, ensuring seamless coordination across logistics, sponsorship visibility/value, vendors, timelines, and event production, while working closely with FLACS network leadership, Board Trustees, staff, and volunteers. Key Responsibilities1. Project & Timeline Management Develop and maintain a master event plan and timeline. Coordinate planning across designated workstreams (Core Group, Logistics, Marketing & Communications, Sponsorships, Awards, Event Activities, etc.) Facilitate regular planning check-ins and status updates with FLACS leadership 2. Budget & Vendor Management Manage the event budget in collaboration with FLACS Gala Planning Committee Identify, solicit, and manage vendors, including venue (for Oct/Nov), catering, A/V, dcor, printing, photography/videography, and entertainment Oversee contracts, payments, vendor timelines, and on-site execution 3. Event Logistics & Production Manage site logistics, including room setup, guest flow, registration, and greeters Coordinate trial meals, final walkthroughs, and run-of-show Oversee event-day operations and post-event breakdown 4. Program, Awards & Guest Experience Coordinate logistics for honorees and award recipients (including travel as needed) Support identification of silent and live auction items, and oversee the auctions at gala Support emcee, speakers, and program sequencing Ensure dcor, visuals, and materials align with FLACS branding and anniversary theme 5. Materials, Communications & Sponsorship Support Coordinate production of event materials (save-the-date, invitations, signage, event programs, ad journal, gift bags) Support execution of tiered sponsorship program. Support sponsorship fulfillment and on-site recognition Assist with presentation materials, slides, videos, and media kits Deliverables & Milestones (Months for deliverables are tentative)Phase 1: Planning & Foundation (Feb Mar 2026) Deliverables:Finalize event concept and planning timeline Facilitate core group and other work group meetings Develop event budget Develop Vendor sourcing plan and secure initial quotes Create event logistics framework Phase 2: Vendor & Program Development (Apr Jun 2026) Deliverables:Facilitate core group and other work group meetings Executed vendor contracts (venue, catering, A/V, dcor, etc.) Draft run-of-show and program outline Event materials production plan Updated budget and timeline Phase 3: Final Production & Execution (Jul Oct/Nov 2026) Deliverables:Facilitate core group and other work group meetings Final event program and run-of-show Confirmed vendor schedules and staffing plan On-site event coordination and execution Post-event wrap-up report (vendors, budget reconciliation, recommendations) Payment StructureTotal contract value to be proposed by the consultant. FLACS anticipates a milestone-based payment structure, such as: 25% upon contract execution and delivery of finalized planning timeline and draft budget 25% upon execution of major vendor contracts and confirmation of venue 25% upon completion of final event production plan and readiness review (30 days pre-event) 25% upon successful event execution and submission of post-event report Consultant QualificationsProven experience in producing and managing nonprofit fundraising galas or milestone events (200+ guests) Strong vendor negotiation and budget management experience Demonstrated ability to manage complex budgets, vendors and stakeholders/volunteers Excellent project management, communication, and problem-solving skills Contract Term Hire Date February October/November 2026 On-site presence required during event week and event day Range $15-$20k based on experience Contact Person Jose Montes, COO, jmontes@flacsnyc.com