Event Production Volunteer

Overview

The Event Support Administrator provides critical administrative, communications, and logistical support for the Relief Foundation’s annual event. This role ensures accurate sponsor management, smooth auction preparation, strong volunteer coordination, and timely follow-up. The ideal candidate is detail-oriented, organized, and comfortable juggling many moving pieces during a busy event season.

• Pre-Event (February–May, ~10 hours per week)
  • Prepare, print, and mail sponsorship letters and invoices.
  • Develop sponsor package materials.
  • Track sponsor commitments and payments in an Excel spreadsheet.
  • Collect digital logo files from each sponsor for use in the event program.
  • Coordinate with the program designer and provide all sponsor logos.
  • Create auction solicitation documents and print for committee use.
  • Enter auction donations into the auction software platform.
  • Provide administrative support to all Couture event volunteers.
• Event Week (May 4 – 9, ~40 hours this week)
  • Print all bid sheets and ensure accuracy.
  • Gather, organize, and prepare all event supplies.
  • Deliver supplies to DWCC (Dare County Woman’s Club).
  • Print event signage and ensure materials are ready for setup.
• Post-Event (May 10 – May 31, ~10 hours per week)
  • Collaborate with the bookkeeper to generate final financial reports.
  • Prepare and send thank-you emails and/or letters to all guests.
  • Send donor thank-you letters and tax receipts for auction item donations.
  • Send thank-you messages and purchase confirmations for auction buyers.
  • Prepare and mail Beg-A-Thon acknowledgment letters, including tax receipts.
  • Contact auction winners who still need to pay or pick up items; coordinate delivery or pick-up.
  • Draft and distribute the post-event press release.
  • Work with Rachel on post-event social media content.
  • Collect event photos from Lori Douglas and save to the Relief Foundation server.

• Strong organizational and time-management skills.
• Proficiency with Microsoft Excel and general office software.
• Comfort with event or auction management platforms (training available).
• Ability to work independently while supporting a collaborative team.