Find & Apply For Event Planner Jobs in Rapid City, South Dakota

Job Summary Organization:

National Pancreatic Cancer Foundation Location:

Rapid City, SD (on-site for event week, the venue walkthrough, and key meetings; other planning work can be remote)

Engagement:

Independent contractor, flat fee

Compensation:

$5,000 flat fee for the full event cycle (approximately 100 hours)

Timeline:

Light involvement through July 2027, active planning August-November, event on November 13, 2027 at the DoubleTree in Rapid City About the Event Visions in Violet is [NPCF]'s annual fundraising evening, now in its fourth year. The evening includes dinner, a silent and live auction with a professional auctioneer, live entertainment, a DJ, a jewelry raffle, and our Dessert Dash. We have a complete task plan in ClickUp from past years, established vendor relationships, an experienced staff team, and a dedicated group of volunteers. We're looking for a coordinator to own the logistics, lead our volunteers, and run event day so our staff can focus on donors, sponsors, and guests. What You'll Do Planning kickoff (through July, minimal hours) Meet with staff once or twice to review last year's plan, timeline, and recommendations. Get familiar with our ClickUp task list, vendor contacts, and past event documents. Venue, vendors and entertainment Serve as main contact with the DoubleTree for event spaces, room layout, and seating plan. Finalize menu, catering, and beverage details, and manage the final guest-count deadline. Confirm tables, linens, décor, and signage. Confirm audiovisual and microphone needs, and run the AV and sound check. Coordinate contracts, performance needs, and arrival times with our entertainer, auctioneer, DJ, and photographer/videographer. Keep a vendor contact sheet and track deposit and final payment deadlines for staff. Send final timelines and arrival instructions to all vendors. Program and event-day planning Build the master event-day timeline. Finalize the program and run of show with staff. Prepare the seating chart and table assignments. Coordinate slide content for the event screens with staff. Prepare the staff and emergency contact sheet. Lead the final event-day walkthrough. Auction, raffle and Dessert Dash logistics Plan the silent and live auction room layout and item display, and create the setup plan volunteers will follow. Oversee volunteers who number items, prepare bid sheets and the auction catalog, and set up displays, using item information from staff. Coordinate with staff on the jewelry raffle and Dessert Dash, including supplies, placement, and timing in the program. Work with staff to set up winner checkout and payment procedures, and assign volunteers to help with item pickup and checkout lines. On event night, manage the auction volunteers and runners, make sure the silent auction closes on time, and keep checkout moving. Registration and check-in Prepare registration and check-in materials and the final check-in list. Coordinate collection of meal, accessibility, and seating information. Send attendee confirmations and event reminders. Volunteers Work from our volunteer interest list to confirm availability. Assign volunteers to setup and decorating, registration and check-in, auction and runners, program and guest assistance, and cleanup. Provide auction volunteers with simple instructions for their tasks (setup, bid sheets, runners, checkout) and brief them before the event. Build the volunteer schedule and contact list, send instructions and arrival times, and lead the final volunteer briefing. Event day On-site from setup through teardown as lead contact for the venue, vendors, entertainers, and volunteers. Keep the evening on schedule and handle problems as they come up, so staff can focus on guests and sponsors. Oversee auction checkout and cleanup. Wrap-up Confirm vendor invoices are complete and ready for payment. Send volunteer thank-you messages. Help organize and archive event documents and photos. Attend the post-event evaluation and write up recommendations for 2028. Handled by Our Staff Sponsorship and auction-donation solicitation, collecting and recording donated items, marketing and the postcard mailing, ticket sales setup, cash and payment handling at checkout, sponsor and donor thank-yous, donor records, and financial reconciliation. The coordinator supports these where they affect event logistics, such as sponsor signage and recognition during the program, but isn't responsible for leading them. What We're Looking For 2+ years of experience coordinating galas, fundraisers, weddings, or similar events of 150 or more. Experience with auctions or fundraising events is a strong plus. Familiarity with Givebutter and Clickup, or willingness to learn it before the event. We use Givebutter for [ticketing, registration, and auction], and training resources are available. ClickUp handles our task list. Experience leading and directing volunteers. Excellent organization and follow-through with many vendors and deadlines at once. Calm, clear communication on event day. Comfortable working in shared project tools. We use ClickUp and Google Forms and will get you set up. Familiarity with Rapid City and Black Hills venues and vendors is a plus. Available for event week in November 2027 and key meetings from August through November. Compensation & Payment $6,000 flat fee, paid in installments: $1,500 at contract signing $3,000 on October 1, 2027 $1,500 within 14 days after the event and delivery of wrap-up items The coordinator works as an independent contractor and is responsible for their own taxes and insurance. To Apply Email Rhonda Williams at Rhonda@npcf.us with a brief note about your event experience, one or two examples of similar events you've coordinated, and your availability for November 2027. Applications are due by October 15, 2026 .

Pay:

$5,000.00 per year

Work Location:

Hybrid remote in Rapid City, SD 57703