Company description

Sonoma County Farm Trails is a 501(c)(6) nonprofit organization that has worked since 1973 to promote farmers and to educate the public about the importance of supporting local agriculture. Our mission is to “ensure the continuing economic viability of Sonoma County agriculture by instilling an appreciation of ag as a vital part of our community/lifestyle.” In other words, we cultivate the social and economic fields that our farmers and producers might plant seeds of prosperity and resilience.

Our sister 501(c)(3 ) nonprofit, the Farm Trails Foundation, provides ag education and scholarships for young, aspiring, and established farmers.

The Gravenstein Apple Fair (GAF) is our primary annual fundraiser, drawing ~15,000 Bay Area attendees to Sebastopol every August for a grand community convergence and celebration of all things local (food, libations, music, arts/crafts, etc.). A leader in sustainable event production, GAF is proud to be over 95% Zero Waste.

Job description

Sonoma County Farm Trails is excited to announce a new position for our mission-driven nonprofit’s primary annual fundraiser. We are seeking an experienced Event Planning and Production Manager to join our team and help produce our outstanding signature event, the Gravenstein Apple Fair (GAF). This is an incredibly fun opportunity to work with a beloved, high-impact community event that has a loyal following, a deep volunteer pool, and a dedicated & knowledgeable core planning team. Having recently celebrated our 50th anniversary, we’re investing in the future and looking for the right partner to help us continue to make the Apple Fair a success for years to come.

The GAF Planning & Production Manager will be responsible for the management of logistics and operations for the Gravenstein Apple Fair. The position entails a wide range of responsibilities, including the management of all aspects of event planning, on-site execution, and post-event follow-up. This position will work collaboratively with the Executive Producer to ensure that the Gravenstein Apple Fair is well-staged, successful, and cost-effective, managing budget and time constraints. This position will ensure exceptional execution of the event, while promoting the Sonoma County Farm Trails brand, culture, and values... including celebrating local, organic, heirloom food/bev and fulfilling our ambitious 95+% Zero Waste initiatives.

Duties/Responsibilities:

Serve as the lead for event planning, management, and production, including but not limited to:

• Create and manage the timeline, master tracking documents, and monthly task lists for the event.
• Organize and manage registration, ticketing, and attendee check-in processes.
• Source, negotiate, and contract with vendors, service providers, and corporate donors.
• Lead promotional activities for the event, including advertising and social media.
• Manage event website, including all content, thematic implementation, photo selection, and updates.
• Lead planning and production meetings and discussions, including post-event debriefs.
• Manage Apple Core planning team, including monthly meetings and pre-GAF tasks.
• Supervise creation and distribution of on-site binders for staff.
• Oversee the creation and installation of all on-site signage.
• Manage the procurement and tracking of all supplies for the event.
• Mange logistics for getting all supplies and merchandise to/from the event location.
• Manage staff, community groups, and volunteers.
• Manage on-site setup and clean up for the event.
• Manage the correspondence and communications with vendors, volunteers, sponsors, donors, talent, media, area chairs, and staff.
• Analyze the event’s success and prepare event reports, including creating and conducting surveys for volunteers, attendees, and planning team.
• Produce the post-GAF volunteer appreciation party and Apple Core wrap meeting.

We know it's impossible to convey every single task for a particular job in a single job post. Our hope is that as we work together we can use this job as a starting point so that your role can evolve over time and we can adjust your job description accordingly.

Event Administration includes but is not limited to:

• Maintain the schedule of meetings and events on the master calendar.
• Prepare and modify event contracts.
• Perform general office duties such as copying, scanning, filing, checking the mail, procurement of GAF office supplies, and maintaining organized office space.

Supervisory Responsibilities:

• Manage all event staff, including but not limited to event coordinators, volunteers, community groups, etc.
• Manage all on-site service providers.

Required Skills/Abilities:

• Proven experience as event manager
• Skilled in project management
• Tech-savvy with proficiency in Microsoft Office Suite applications (Word, Excel, PowerPoint, etc.), Adobe Suite, Google Docs, WordPress, etc.
• Impeccable organizational skills and superlative attention to detail
• Outstanding communication and negotiation ability
• Excellent interpersonal, oral, and written communication skills
• Capacity to prioritize tasks, think critically, and problem-solve
• Ability to track and manage multiple projects simultaneously and to effectively manage time and meet deadlines
• Customer-service orientation
• A team player with leadership skills and collaborative approach
• Demonstrated integrity, professional judgment, and initiative
• Willingness to clearly and directly communicate needs in the workplace
• Ability to work flexible hours at times, including some evenings and weekends
• Willingness to use own vehicle on occasional GAF business w/ reimbursement for mileage/gas
• Interest in and enthusiasm for supporting local food systems and cultivating community

Education and Experience:

• Extensive professional experience in leadership roles for events and project management
• Education may vary; degree in PR, marketing, hospitality management, finance, or related experience

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to stand and walk for prolonged periods.
• Must be able to lift up to 35 pounds at times.
• Must be able to navigate various areas of the organization’s physical premises and the event site
• Outdoor weather conditions during the Apple Fair

Management retains the discretion to add to or change the duties of the position at any time.

The pay range for this Exempt position is $67,000 to $75,000.00 per year, plus benefits. Actual placement within range will be contingent upon a number of factors, including but not limited to the candidate's qualifications, education, experience, internal equity and alignment with market data.

Compensation

this position is: salaried, $50,000 - $75,000

Application instructions

Deadline

December 31, 2023