The role of the project manager of the Illawarra Edible Garden Trail is to be the backbone of coordination of this community event. The vision is to grow this annual community event to include the entire Illawarra and celebrate the knowledge, connection and sufficiency that comes from caring for country and growing food on windowsills, balconies and backyards.

We are seeking a highly organised and passionate Event Manager to oversee the planning and execution of a vibrant community event. The position requires approximately 1-4 hours per week building throughout the year, offering flexibility to work on event-related tasks as needed. The ideal candidate will bring creativity, attention to detail, and strong communication skills to help us deliver a positive and engaging experience for the community.

Key to the success of the event is engaging the already active community of growers this includes the local crop swap groups in Otford, Bulli, Unanderra and Port Kembla as well as the community gardens in Woonona, Thirroul, Balgownie and Dapto.

Key Responsibilities:

Event Planning & Coordination

• Assist with the coordination and planning of the community event (timing, location, budget, etc.)
• Coordinate with crop swaps, hosts, sponsors, media and attendees to ensure smooth event delivery
• Develop and maintain event timelines, task lists, and other organisational tools to track progress.
• Act as a point of contact for event-related inquiries
• Maintain detailed records of financial documentation, track the profit and loss budget of the event and ensure that $3,500 remains for 2026 IEGT

Logistics Management

• Ensure all materials, banners, and resources are ready and available for the hosts and attendees
• Manage event set-up and breakdown logistics, including host pre- and post-events, distribution and collection of banners and posters overseeing venue preparation, seating arrangements, and necessary equipment.

Marketing & Promotion

• Help develop promotional materials with the graphic designer (poster, social media tiles and map) to increase awareness and attendance and organise printing in a timely and affordable manner
• Write and schedule promotional material such as social media posts, press releases and regular newsletters
• Coordinate with the FFI coordinator and HCI marketing team to ensure effective event publicity
• Ensure all posters, banners and corflute signs are distributed and posted throughout the Illawarra
• Engage online and traditional media and be comfortable to deliver live interviews with radio hosts and talk with journalists about the event

Volunteer Management

• Consult the Community Management Committee who oversee this event regularly
• Recruit, train, and oversee event volunteers if required
• Provide volunteers with direction and ensure all roles are covered during the event.
• On-Site Event Management
• Oversee the event on the day of, ensuring everything runs according to plan
• Address any issues or emergencies that may arise
• Ensure guest experience is positive and feedback is collected

Post-Event Wrap-Up

• Assist with post-event evaluations, including collecting feedback from attendees, volunteers, hosts, crop swaps, organisations etc.
• Help in preparing a post-event report, including recommendations for future improvements.

Skills and Qualifications:

• Proven experience in event management or coordination (ideally in a community or non-profit setting)
• Strong organisational skills and the ability to prioritise tasks
• Excellent communication and interpersonal skills with community groups
• Ability to work independently and manage time effectively with minimal supervision
• Flexible and adaptable, with a problem-solving mindset
• Familiarity with social media platforms and basic marketing techniques

Working Hours and Expectations:

• This is a part-time role requiring roughly 1-4 hours per week, with flexibility regarding work schedule. From March-June it will roughly be around 1-2 hours of work per week and building towards the event.
• The workload will increase in the lead-up to the event period and over the event weekend
• Monthly meetings, either in-person or virtual, will be required outside of regular work hours

Compensation:

• 110 hours allocated at $42/hr for complete event coordination, total = $4620.

Employee will be employed as a contractor and as such requires an ABN and personal indemnity insurance. Payment will be made in two instalments (1) EOFY 2024/24 (2) Event acquittal (submission of event report and grants acquitted)

Employee is required to keep a time sheet for all hours worked to be shared at any point during the year. See example here.

Own car and mobile phone is required.