IAPD/IPRA Sponsorship & Awards Luncheon Coordinator (Contractor)

PRIMARY ROLE: The coordinator is responsible for the coordination of all aspects related to selling and executing deliverables for sponsorships; management of logistics support for the awards luncheon table sales/arrangements and support for legislator hosting/support as it relates to the luncheon. Heaviest work hours will be November – January. 

 

 

Identifying potential sponsors

Securing first right of refusals from existing sponsors

Executing sponsorship brochure sales

Sell exhibit hall raffles/coordinate raffle/delivery to exhibit hall 

Sell registration lists/create invoices/email lists to purchasers

Managing relationships with existing sponsors

As sponsorships are sold, manage updates to the sponsorship brochure with designer 

Coordinate sponsor ads & logos w/in the Preliminary/Final Conference brochures

Coordinating all event activations/deliverables, in advance of conference and onsite installations, event (receptions, etc.) management as related to sponsors

Order and manage all sponsor/raffle signs and graphics with decorator, in-house designer and sponsors by predetermined deadlines

Assist with sponsor scroll for the awards luncheon and LED screens throughout hotel/elevators/black out channel

Ensuring smooth communication between the organization and its sponsors, hotel, and decorator

Tracking and reporting on sponsorship revenue, and performance and expenses

Coordinate all luncheon seating for attendees, award winners, agencies, and legislators

Respond to attendee inquiries managing their agency’s luncheon needs, i.e., ticket and table purchases, submitting refunds, correspondence, etc. 

Prepare food allergy spreadsheet/communicate with allergy attendees, legislators, and hotel

Work in conference registration software for table reporting, table invitee invitations, table registration, etc.

Pair up agency/legislator tables as needed

Coordinate with hotel through Social Tables for luncheon table floorplan

Assist with guarantee of luncheon

Supply agencies with seating chart and tables assignments

Coordinate student volunteers and set up 

Create and place all table tents (agency and legislative) on tables

Assist attendees onsite at luncheon as needed

Work closely with association staff on updates via text and phone calls

Order signage

Send thank you emails to all awards luncheon student volunteers 

Send thank you emails to all sponsors including photos of their sponsored pieces

Continue to sell/send out Registration Lists

Answer post-conference emails from attendees

Create final report on sponsor revenue/expenses 

Review decorator bill for sponsor graphics/install/dismantle charges

 

The IAPD/IPRA Soaring to New Heights Conference is put on jointly by the Illinois Association of Park Districts (IAPD) and the Illinois Park & Recreation Association (IPRA).  The IAPD/IPRA Soaring to New Heights Conference holds the unique distinction of being the largest state park and recreation conference in the nation. The conference brings together thousands of professionals, Commissioners, and elected officials from around the state for three exciting days of quality educational programming, networking, and professional development.

 

If interested, submit a resume to: 

Cindy Galvan at cindy@ilipra.org or Sue Triphahn at striphahn@ilparks.org.