Events Specialist

About WhyHunger: WhyHunger believes a world without hunger is possible. We provide critical resources to support grassroots movements and fuel community solutions rooted in social, environmental, racial, and economic justice. We are working to end hunger and advance the human right to nutritious food in the U.S. and around the world.

Founded in 1975, WhyHunger has been at the forefront of the movement to address the root causes of hunger and build a more just and equitable food system for over 50 years.

Position Overview: As a member of WhyHunger’s Development team, the Specialist, Events will coordinate the planning, project management, and execution of fundraising and cultivation events across the department. Reporting to the head of Institutional Giving, this role will grow into the day-to-day planning lead for the annual Chapin Awards Gala, Hungerthon Hustle, and Amplified concert, along with donor site visits, cultivation events, and smaller artist activations and concerts. As organizational needs evolve, the role may also provide planning and logistical support for other events.

The Specialist will translate event strategies into detailed plans, manage event consultants, coordinate logistics and vendors, and keep colleagues aligned on responsibilities and deadlines. Event strategy, fundraising goals, overall budgets, and programming remain with the respective Development team leads. This role will partner with Development and Communications colleagues on event themes, materials, messaging, and promotion, and with Program colleagues to integrate WhyHunger’s mission and community partners into event experiences.

Key Responsibilities

Event Planning & Execution

• Coordinate event planning, on-site execution, and post-event follow-up.

• Work with the respective team leads to execute their vision, strategy, and programming for the Chapin Awards Gala, Amplified Concert, and Hungerthon Hustle 5K while staying within approved budgets.

• Develop and maintain event timelines, work plans, checklists, and run-of-show documents.

• Manage event consultants and external production partners, coordinating scopes of work, deliverables, timelines, and day-to-day execution in alignment with the relevant event lead’s strategy and approved budget.

• Research venues and vendors, gather and compare proposals, and negotiate pricing and contract terms within approved budgets and parameters. Coordinate review and approval by appropriate staff.

• Manage event logistics, including venue arrangements, catering, rentals, registration, ticketing, seating, signage, hospitality, and production needs, in collaboration with event producers, WhyHunger staff, and other external partners.

• Coordinate donor site visits with Development and Program colleagues, including schedules, travel arrangements, host coordination, and participant communications.

• Plan and coordinate smaller donor cultivation and engagement events, such as dinners, receptions, and gatherings, working with Development colleagues on event goals, guest lists, logistics, and follow-up.

• Work with the Artists Against Hunger & Poverty team to coordinate logistics for artist activations, concerts, and talent participation in events.

• Coordinate with the Program team on community partner participation and mission integration, including speakers, storytelling, and other opportunities to connect attendees with WhyHunger’s work. Support partner logistics and hospitality in alignment with Program colleagues’ relationships and guidance.

• Organize event-day roles for staff and volunteers, share schedules and instructions, and serve as the main point of contact for event logistics.

• Anticipate logistical needs, troubleshoot issues, and incorporate accessibility and a welcoming participant experience into event planning.

Project Management & Internal Coordination

• Organize and facilitate internal event planning meetings, including setting agendas, sharing notes, documenting decisions, and following up on action items.

• Maintain event projects in Asana, ensuring task owners, deadlines, dependencies, and status updates are clear and current.

• Ensure each team—Development, Programs, Communications, and Finance—knows what they need to contribute and when, and flag delays or conflicts before they affect the event.

• Track event expenses, vendor commitments, invoices, and payment schedules against approved budgets.

• Maintain organized event files, vendor records, contracts, and planning templates.

• Compile event results and participant feedback, lead post-event debriefs, and recommend improvements for future events.

Event Communications & Supporter Engagement

• Partner with Development and Communications colleagues on event themes, messaging, and promotion, coordinating content and production timelines for invitations, event pages, email campaigns, programs, signage, and other materials.

• Draft and coordinate pre-event reminders, participant…