Join AFP: Event Coordinator

Temporary Contract Position Announcement

Event Coordinator for AFP Aloha Chapter’s National Philanthropy Day Conference

AFP Aloha Chapter is seeking a qualified and experienced event coordinator to organize and manage the logistics for the  upcoming National Philanthropy Day Conference in Hawaii. The event will take place on November 13, 2026, at the Sheraton Waikiki Hotel. The Chapter is seeking a seasoned events coordinator who can effectively coordinate various aspects of the conference, including speakers, conference sessions, and the awards luncheon.

 

About AFP Hawaii

The Association of Fundraising Professionals (AFP) Aloha Chapter is a nonprofit organization dedicated to advancing philanthropy in Hawaii. The National Philanthropy Day Conference & Awards Luncheon is a premier event that brings together nonprofit professionals, philanthropists, and community leaders to celebrate and promote philanthropy in Hawaii.

 

Scope of Work

The Event Coordinator will provide high-level administrative, logistical, and coordination support to the AFP Aloha Chapter event committee, subcommittee leads, and board members to ensure the seamless execution of the conference and awards luncheon.

Speaker & Awardee Support: Track and collect speaker/awardee assets (profiles, headshots, presentation slides, and Hawaii Business Magazine insert materials). Coordinate speaker AV needs, hotel logistics, mahalo gifts, and lei.

Sponsorship Administration: Compile sponsorship packets and assist the committee with mailing requests. Track incoming payments, fulfill sponsor benefits, and coordinate guest lists for sponsored tables.

Workshop & Luncheon Logistics: Assist leads with breakout room setups, AV requirements, signage placement, and volunteer room host scheduling. Compile the luncheon script, slides, menu choices, and seating charts.

Operations & Finance: Serve as the liaison for venue and vendor logistics based on committee decisions. Collect and submit all vendor invoices and reimbursement paperwork to the Finance Committee.

On-Site Support: Provide hands-on coordination during the event to manage registration, support volunteers, and troubleshoot logistical issues.

 

Qualifications

  • Event Planning Experience: The ideal candidate should have a proven track record in organizing and managing successful events, preferably including conferences or large-scale gatherings.

  • Strong Organizational Skills: The event coordinator should be highly organized, detail-oriented, and capable of managing multiple tasks simultaneously. They should have the ability to create and adhere to event timelines, budgets, and schedules.

  • Excellent Communication Skills: The coordinator should be able to express ideas clearly, listen actively, and maintain professional correspondence.

  • Budget Management: Ability to track expenses to ensure the event stays within the allocated budget.

  • Creative Problem-Solving: Resourceful and adaptable to ensure a smooth event experience.

  • Team Management: Strong leadership and team management skills are important for delegating tasks, coordinating efforts, and fostering a positive work environment.

  • Attention to Detail: The coordinator should have an eye for detail, ensuring that all aspects of the conference, including logistics, schedules, presentations, and branding, align with the event's objectives.

  • Passion for Philanthropy: While not strictly a qualification, a genuine interest in and understanding of philanthropy and its impact can contribute to the coordinator's ability to create a meaningful and impactful conference experience.

 

Compensation

This is a paid contract position that will be effective June 2026 through the end of November 2026. The pay range for this position is between $30 per hour (maximum 20 hours/week), commensurate with qualifications and experience.

Interested applicants are requested to submit a resume and cover letter with the following information.

  • Examples of managing events and/or similar conferences.

  • Detailed plan outlining how you will manage the various elements of the conference.

  • Approach for ensuring a seamless on-site experience and effective communication with the organizing committee.

  • Any testimonials from previous clients.

 

All applications must be emailed to admin@afphawaii.org no later than June 15, 2026.

Please note that AFP Hawaii reserves the right to accept or reject any proposal received, to negotiate with all qualified sources, or to cancel the RFP process entirely. We look forward to receiving your proposal and potentially working with you to create a successful National Philanthropy Day Conference!