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Event Coordinator

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Do you love animals and have a knack for event planning? You can help rescue and rehome the Hunter’s vulnerable animals by planning fundraising and adoption events for Hunter Animal Rescue.

About Hunter Animal Rescue

Hunter Animal Rescue (HAR) is a not-for-profit organisation run by volunteers who dedicate their time to finding new homes for abandoned pets facing euthanasia in the greater Hunter Region. We don’t have a shelter – our rescue cats and dogs stay with foster carers for the best quality of life and to help with adjustment to home living. We rehome over 700 animals every year, and we are advocates for responsible pet ownership including mandatory companion animal vaccination and desexing.

About the Event Coordinator role

In this long term volunteer role you’ll take the lead on planning and executing HAR events like the annual Pets Picnic, fundraising dog walks, trivia nights, in-store events and public appearances. Where HAR is invited to events hosted by third parties, you’ll liaise with the host and organise HAR’s presence within their event. You’ll work closely with the Volunteer Coordinator to mobilise and direct HAR volunteers for these events.

You’ll be understanding of the realities of event planning in the context of a small charity with limited financial and volunteer resources. Your creativity and thrift will be encouraged, and ideas for new and engaging events welcomed.

While you’ll have individual duties in this role, volunteering with HAR is a team effort so you’ll always have help nearby if you need it. You’ll have the opportunity to learn new skills, make lasting organisational change, and see the impact of your contribution with each animal adopted into a loving forever home. This is also a great opportunity to gain experience and build your events portfolio.

FAQs

What’s the commitment?
At least 6 months, with the first 3 months considered a trial period.

I work/study. How much time is needed?
It depends on the event being planned, whether an event committee is helping, and whether you chip away at planning from an early date. More time will be needed in the lead up to an event, and you might need to manage a few phone calls during business hours when you’re booking vendors or liaising with a host. For larger events, a committee will be formed to share the workload. HAR is run by volunteers and we have day jobs and families, so we get it. The role is intended to fit around full time work, but if it turns out to be too much we’ll adjust.

Can I do this remotely?
Much of it, yes. Ideally you’ll attend events you plan but we understand that’s not always possible. A core group of experienced volunteers can be organised to do setup, management, and packup on the day, though we’d need you to be contactable if something comes up. Planning for bigger events would be easier if you were able to attend in-person event committee meetings.

I don’t have experience, can I still apply?
Event planning experience is preferred, but we’d still love to hear from you! If you’re organised, professional, and motivated, we’ll train and mentor you through it. The HAR team is supportive – help is always at hand if you need it. Volunteering is a great way to gain real world experience that you can use in job applications and working other roles.

Will I get to pat cute animals?
Everyone deserves to pat cute animals! We’ll try to help this happen as much as we possibly can.

Will I get paid?
This is an unpaid volunteer role.

Can I timebank my volunteering hours? Will this count towards my Centrelink mutual obligation requirements?
Unfortunately we are not able to offer these at this time.

Responsibilities and Duties

  • Obtaining quotes and securing bookings for all vendors, entertainment, venues, and other parties relevant to events hosted by Hunter Animal Rescue
  • Setting out and adhering to an event budget
  • Completing and submitting any relevant applications, paperwork, or documentation required for events hosted by Hunter Animal Rescue
  • Liaising with the Volunteer Coordinator to ensure adequate volunteers are present at events
  • Organising the timing and layout of events
  • Acting as a point of contact for vendors, entertainers, venue staff, and other relevant parties for events involving Hunter Animal Rescue
  • Liaising with the Executive Committee to plan for future events
  • Providing a post-event analysis including, but not limited to, funds raised, attendance, feedback from attendees, and areas for improvement or change for future events
  • Working with the Executive Committee and Social Media Manager to ensure maximum community engagement and the consistency of HAR’s message through events

Key Selection Criteria

  • Proven organisational skills, preferably including past experience planning events
  • Excellent written and verbal communication skills including the ability to liaise with multiple stakeholders
  • Sound computer skills in order to be able to liaise with vendors and HAR members via email and maintain any databases via Dropbox or Google Docs to assist in the organisation of the event
  • A passion for animal welfare in particular HAR’s work in rehoming cats and dogs
  • Work as part of a team

Interested?

Before you apply, please watch our volunteer information video below. If you any questions please get in touch.

When you’re ready, use the Enquire button below to email us about the Event Coordinator role. Tell us a bit about yourself and why you think you’d be a good fit with our team. We can’t wait to hear from you!

Enquire about this role
Don’t see what you’re looking for?

Check out our full list of available volunteer roles. Or maybe you’re interested in becoming a foster carer, or a casual volunteer to help with things like events or transport.

We also welcome volunteers reaching out to offer their skills or putting their hand up for roles which might not exist yet. If you have something special you’d like to contribute, we’d love to hear from you.

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