Conference Logistics Coordinator for Colorado Conference on Volunteerism

CONFERENCE LOGISTICS COORDINATOR CONTRACT DESCRIPTIONTITLE: Conference Logistics Coordinator for Colorado Conference on Volunteerism REPORTS TO: Colorado Conference on Volunteerism (CCOV) Committee Co-ChairsORGANIZATION: DOVIA ColoradoTERM: Annual, rolling basisSTART DATE: Flexible start date in early July, must be available to attend the conference on September 17th 2026. Who We Are:DOVIA Colorado provides education and networking for those who manage volunteers, advocates for issues concerning volunteerism, and elevates the field of volunteer engagement. DOVIA Colorado is a grassroots nonprofit managed by an operational board that values creative ideas and dedication to our mission. CONTRACT SUMMARYDOVIA Colorado annually facilitates the Colorado Conference on Volunteerism (CCOV). We are looking for a detail-oriented, organized event planner to support our CCOV Committee in preparing for the conference, as well as onsite support for the one-day conference. CCOV is an incredible professional development and networking opportunity for volunteer management and engagement professionals across Colorado and beyond. Each year, we host almost 200 event attendees and welcome presenters from all over to share their knowledge and resources to support others in the field. The compensation available for this contract is $4,000. This contract is year-round; however, the workload fluctuates. On average, the workload will be around 10-13 hours of work monthly. Applicants must be available to attend the 2026 conference on Thursday, September 17th, in Fort Collins. Start date: July 2026RESPONSIBILITIESThe Conference Logistics Coordinator is responsible for assisting DOVIA Colorado and the CCOV Committee in coordinating event planning and logistical tasks to prepare for the conference, as well as day-of-on-site event coordination.  Attend monthly meetings year-round. Notify co-chairs when unable to attend a meeting Attend monthly check-in meetings with the co-chair In conjunction with the CCOV Co-Chairs, manage conference logistics from pre-planning, determining resource needs, pre-event marketing, and onsite coordination, to post-event follow-upSpearhead conference site and vendor selections while negotiating the best possible rates and terms (catering, etc)Track and manage event budget to guide the CCOV committee and DOVIA Colorado Board membersAs needed, support CCOV committee members to coordinate pre-event marketingAs needed, assist in tracking, communicating, and coordinating CCOV presentersOrder supplies needed for the conference and ensure items arrive in a timely fashionAssist with coordinating DOVIA Colorado Board tasks and responsibilities at CCOV, assign day-of duties, and provide general directionSpearhead communication with conference attendees before, during, and after the conference, including developing specific “know before you go” pre-conference communication for attendeesIn coordination with CCOV Co-Chairs, work to ensure sponsorship deliverables are metServe as the day-of point of contact for vendors, committee members, and DOVIA Colorado Board membersSecure location and date for the subsequent year’s conference Manage post-event survey questions and communication to event attendees. Create a post-conference report based on survey results and wrap-up meetings to inform future conferences (report completed two weeks post conference)Serve as administrative support for the following:Checking and responding to emails via the CCOV email inboxBuilding event registration on the DOVIA Colorado websiteTrack and manage event budgetBuilding Google Forms for all externally facing content including but not limited to: Presenter Proposal Selection, Scholarship Application, and Post-Event Survey, etc. Track and manage sponsorship deliverablesOn the day of the event:Serve as the lead for all on-site relationships including vendors and DOVIA Colorado representatives (Board and CCOV Committee)Serve as the lead for any day of issues and general direction CONTACTSThis position will have regular interaction and contact with CCOV Committee Co-Chairs and DOVIA Colorado Board of Directors. This position will report to the Executive Committee including the Board Chair. May interact externally with DOVIA Colorado members and community organizations.WORKING CONDITIONSAs a contract position, the use of personal equipment (computer, printer, phone) is required. This is primarily a remote work position with occasional in person commitments, including any necessary venue preparation and overseeing the conference day-of. On-site availability on the day of the conference each year is required. Email communication will be through a DOVIA Colorado CCOV Gmail account with an expectation of responding within 48 hours. DOVIA Colorado contractors create their own work schedules, pursuant to the total budget and hours available in the contract, and expected outcomes. QUALIFICATIONSPrevious experience planning and implementing events and/or conferencesProficiency in navigating Google DriveExcellent communication skills – written and verbalComfort with basic graphic design, including but not limited to Canva, Adobe, or the like, preferredExcellent interpersonal skills and ability to work with multiple groups of people and diverse populations Ability to think strategically and with an entrepreneurial eye to find process improvements and new opportunitiesQuick problem-solving skills and flexibility to do what’s needed to navigate independentlyAbility to balance a variety of tasks simultaneouslyAudio and visual experienceTo Apply: Email resume and statement of interest to DOVIA Colorado at DOVIAColorado@gmail.com. Applications will be accepted on an ongoing basis until the position has been filled.