This volunteer would work with a volunteer committee and delegate responsibilities. The major focus of this position is to coordinate and organize other committee members, set agendas, keep minutes and call meetings to make sure things are on track. The coordinator would also have contact with any staff involved in the event and consult the Board Directors about staff functions or responsibilities for the event.

1. The Events Coordinator plans the event with 4-6 committee members including, Site logistics volunteer, Public relations volunteer, Ticket sales/program volunteer, Sponsor/prizes volunteer, Third Party contact volunteer for Transportation etc. and others as needed. Each of these positions can form a small sub-committee to delegate specific tasks.

2. The Events Coordinator ensures each committee person knows what their responsibilities are and assigns tasks and deadlines at committee meetings. The coordinator also draws up a budget for expenses and if the event is a fundraiser, determines the fundraising goal.

3. Planning should begin 2-3 months in advance of the event and be completed 1-2 weeks before the event. Most events will require about 6-8 committee meetings. The coordinator outlines the meeting schedule, time and place and advises committee members. Some communication can be done by e-mail to reduce time spent at meetings.

4. The Events Coordinator chairs the committee meetings and sets the agenda. At meetings the coordinator ensures that things are being done in a timely manner and committee members are following through on their responsibilities. Follow-up calls to each member of the committee prior to a meeting will help ensure assignments are completed before meeting.

5. The Events Coordinator will work closely with committee volunteers to help with problems or support; this is often done between meetings through phone calls or e-mail. Minutes of meetings and assignments should be e-mailed immediately after committee meetings to committee members.

6. The Events Coordinator will communicate the status of the event and activities, sponsorships at Biblioteca General or Board meetings.

7. The Volunteers Coordinator will assist the Events Coordinator by contacting volunteers to serve on committees and for the day of the event.

8. The Events Committee will conduct an evaluation after the event and make a written report detailing whether budget and fundraising goals were met, what went well and what went wrong and any suggestions on how to deal with these issues at future events.

9. The Events Committee needs to develop and maintain A Manual for Events and include all contact information and pricing for goods and services, copies of flyers, tickets and posters, copy of evaluation of the event, list of sponsors in-kind and cash.

Time: Approximately 2-3 months from planning to event, 6-8 committee meetings during planning and numerous phone calls and e-mails. However this depends on the scope of the event. Less time would be needed for a small event.

I am interested and would like more information! Who do I contact?

If you require more information or would like to arrange a time to talk to our General Manager about this or any volunteer opportunity you can contact us by email , phone or in person.

Email contact:

If you prefer contact by email please click on this link and fill in the contact information and we will return your email promptly.

Contact by Phone:

(415) 152-0293. Please ask to talk to the General Manager

In Person:

If you prefer to talk to our General Manager in person, please drop by the library and ask for the General Manager at the customer service counter. Our address is #25 Insurgentes. If you would like to print out a map of our location please click on this link.