Event Manager

About Apple Seeds

Our mission is to ignite a lifelong love for healthy food. Apple Seeds offers experiential garden and

culinary based education to students  through programs on our Teaching Farm and in schools, and provides support of fresh produce to local school pantries. Through this work, our programs reach over 21,000 students a year. For more information about Apple Seeds, visit https://appleseedsar.org/.

In support of this mission, we host private events, venue rentals and fundraising events at our farm. 

Job Description

The Event Manager is responsible for ensuring that Apple Seeds events are engaging, meaningful, and welcoming experiences. The role is responsible for leading the event team to promote, coordinate, implement and oversee the organization’s fundraising events, private dinners and venue rentals, and manage administrative tasks of the department.  Currently, the Apple Seeds event calendar includes monthly Kitchen Table Dinner Series, five annual fundraisers, 3-5 private events per month and various non-revenue events throughout the year.

The position will oversee and be responsible for organizing all event logistics, coordinating with guests, chefs, volunteers, and staff, and ensuring events run smoothly from planning through completion for NWA region. The Event Manager will support the initial start up of a small series of events in the Central AR region.  The position will also play a key role in strengthening existing community partnerships, building new relationships, and creating meaningful connections within the communities we serve. 

The Event Manager is a member of the Development Team and reports to the Development Director.

The ideal candidate is detail-minded and self-directed while demonstrating an appetite for everyday challenges, unique experiences, meaningful memories, and a good pair of farm boots.    

Responsibilities

• Collaborate internally with Apple Seeds Executive Director and Development Director in idea conversations for internal events and celebrations, as well as externally with area chefs, clients, and contracted staff and vendors.   
• Build and manage a team of volunteers and contracted Event Leads, including recruitment, scheduling and training.  At times, this position may also manage an event intern. 
• Continuously monitor overall event operations for improvements to policies and processes, especially related to public health, guest safety, and property safety.   Review and refine event policies and contracts annually.
• Communicate with other departments regarding calendar availability and scheduling, space overlaps and combined  logistics.
• Field requests for space rentals, tour prospective clients, discuss policies and contract parameters to determine alignment.  Maintain oversight of event pricing and create custom event packages as needed, keeping profit margins and costing in line.  
• Complete private event processing: confirmation emails, contracts and required paperwork, payments, verification of details, tracking sales and project management details.  Analyze flow of this process and corresponding documents, recommending improvements in event operations and administrative processing.
• Pre-planning coordination for all events: schedule staff/volunteer/vendors as needed, determine rental equipment orders, organize all venue details based on event (tables, chairs, napkins, menus and service details, dishes, table decor, etc.); prepare event documents (such as show flow, planning checklists, prep sheets)  for on-site use by event team.  
• Act as Lead Coordinator for day-of event, managing all logistics and participating in operations at the event.  Duties will also include greeting clients/guests onsite, reviewing use policies with clients, directing vendors and volunteers, attending to guest issues or  property use issues, answering questions from guests, speaking aloud to group and sharing Apple Seeds’ mission and values. 
• Develop relationships for the organization that support the Development team goals. Engage event guests, assist in recruiting new event clients and guests, attend community networking events as Apple Seeds representative, suggest new avenues for event marketing and venue visibility.
• Manage inventory of event equipment (tables, chairs, linens, dishware) and event supplies (including wine, beer, and other beverages).  

Skills and Qualifications: 

We are looking for a collaborative, resourceful event professional who enjoys creating exceptional experiences and building strong relationships.

• Minimum of 3 years of experience in event planning, event management, hospitality, community events, or related field. Experience with a busy events calendar is preferred.
• Enjoys working with a collaborative team of internal and external partners to create welcoming, engaging, and meaningful experiences for diverse groups and audiences.
• Commitment to creating well-organized, high-quality events.
• Experience coordinating event logistics, including schedules, vendors, supplies, setup, breakdown, and day-of operations. Excellent verbal and written communication skills that foster collaboration and coordination among guests, staff, volunteers, vendors and community partners.
• Demonstrated communication skills in writing and promoting events.
• Enjoys reaching out with strong interpersonal and relationship-building skills to develop and maintain positive community partnerships.
• High level organizational skills including planning, delegating, budget creating and managing, goal setting, and task facilitation across many projects simultaneously. 
• Experience in Google platform and highly proficient in Microsoft Excel or Google Spreadsheets. Proficiency with other common office, scheduling, and event management tools (Canva, Air Table, QuickBooks, or similar).
• Strong public speaking skills. 
• High level strategic and analytical thinking. 
• Creative and solution-based outlook. A natural problem solver with the ability to remain calm, flexible, and solutions-oriented in a fast-paced event environment.
• Ability to anticipate event needs, identify potential challenges, and respond quickly to unexpected situations.
• Strong organizational and project management skills, with the ability to manage multiple events, priorities, and deadlines simultaneously.  Proficient in planning, delegating, goal setting and task facilitation across many projects at once.
• Strong attention to detail, self-motivated, passionate, dedicated 
• Commitment to Apple Seeds’ mission and passion in areas of sustainable agriculture, farm to table movements, community events, or nutrition and culinary experiences.  

Position Requirements: 

• Ability to work flexible hours, including evenings and weekends, as required by event schedules. 
• Ability to oversee events occurring in multiple locations around the property, in grass and on uneven surfaces, and to participate in set up and clean up tasks.  This may include walking and standing for extended periods throughout the event, lifting tables, carrying chairs, along with bending, stopping, reaching, and lifting or carrying up to 40 lbs.
• Willingness to work outside in hot and cool conditions.
• Agree to and have a clean criminal background check in order to work in an environment that serves children.
• Ability to travel to Little Rock, AR up to 4 times per year.
• ServSave Food Manager Certification (completed in advance or on hire).
• ServSave Alcohol Manager Certification (completed in advance or on hire.
• CPR & First Aid Certification (completed in advance or on hire).