Event Manager

~ Rails-to-Trails Conservancy (RTC), a nonprofit organization with more than 160,000 members and supporters, is the nation's largest trails organization dedicated to connecting people and communities by creating a nationwide network of public trails, many from former rail lines and connecting corridors. ~

Founded in 1986, RTC’s national office is located in Washington, D.C., with regional offices in California, Florida, Ohio and Pennsylvania.

Position Overview

Job Description:

The Event Manager will be responsible for planning and managing RTC’s 2018 Pennsylvania Sojourn, a multiday bike tour that takes place June 10–15 with approximately 250 riders. The position reports to the Vice President of Communications, and will work closely with the Northeast Regional Director and across departments to gather the information and expertise necessary for a successful event.

Job Location:

This position is located in RTC’s national office in Washington, D.C. (West End/DuPont Circle area), and is easily accessible from Metro’s Red line (Farragut North) and Blue/Orange/Silver lines (Foggy Bottom).

Responsibilities

Responsibilities include the following:

• Finalize route with Northeast Regional Director. Establish event budget and pricing. Oversee event marketing, advanced and onsite registration/check-in, and design and development of event materials and event programming.
• Plan and contract for all logistics of the ride, including transportation, camp facilities, parking, meals, equipment rental, site cleanup and permits.
• Plan all logistics for, and participate in, volunteer pre-ride event (Jan. 31–Feb. 2).
• Oversee the development of a plan and content (in collaboration with Communications staff) for all interactions with potential and confirmed riders, including email marketing, registration policies and confirmations.
• Oversee and coordinate all event materials, including ride guide, ride signage, merchandise and banners.
• Oversee, coordinate and finalize all event programming, including evening entertainment, speakers, excursion, tours, etc.
• Conduct site inspections as necessary.
• Develop and communicate a detailed list of volunteer/staff roles and responsibilities for the ride. Work with RTC department heads to solicit and secure necessary staff to participate in and work the ride.
• Liaison with partner organizations, ensuring RTC’s expectations for their services are clear and their commitment is confirmed.
• Prepare RFP’s as necessary.
• Manage any pre- or post-ride hotel room block commitments.
• Review and manage contracts, prepare BEO’s, obtain certificates of insurance and prepare liability waivers.
• Other duties as assigned.

The schedule is as follows:

• Oct 2017–April 2018 (four months): Part-time, 20 hours per week; involves occasional travel
• May–Early-June 2018: Full-time, 40 hours per week; includes participation in the Pennsylvania Sojourn (Must be available to spend several days in Pennsylvania exploring the route to familiarize oneself with the ride and meet partners.)

Supervisory Responsibilities:

• No direct supervision of employees; however, this position will be the onsite production supervisor for the sojourn, directing volunteers, vendors, staff and riders.

Qualifications

Ideal candidate will possess the following skills and qualifications:

• A minimum of 3 years of experience in event planning
• Demonstrated experience in event logistics management, registration, vendor selection, contract negotiation and review, event marketing and budget management
• Excellent written and verbal communication skills
• Excellent interpersonal skills with staff, vendors and partners
• Ability to multi-task, prioritize, work well both independently and in a team environment, and take direction from multiple sources
• Availability June 10-15, 2018, to be on the ground coordinating the Pennsylvania Sojourn in Jim Thorpe, Pennsylvania
• Valid driver’s license (required)
• Biking enthusiast/experience with multiday biking tours a plus
• Certified Meeting Professional (CMP) preferred

Employer's Rights: RTC reserves the right to revise, change or reclassify this job description at any time in accordance with RTC’s business needs. This job description is by no means an implied contract.

To Apply

• Please click "Apply" below to email your application materials.
• You can also mail or fax your materials BUT please use one form of transmitting your résumé.
• No phone calls please, unless contacted for an in-person interview. 
• Recruiters, please do not contact our offices.
• Mail, fax or email cover letter, résumé and three professional references to:

Human Resources Manager
Rails-to-Trails Conservancy
The Duke Ellington Building
2121 Ward Court, NW, 5th Floor
Washington, D.C. 20037

Fax: 202.223.9257

~ Commitment to Diversity RTC is an equal opportunity employer and seeks qualified candidates regardless of race, color, religion, gender, sexual orientation, age, disability or national origin. Women and diverse applicants are encouraged to apply. ~