We are seeking an organized, tech-savvy volunteer to event plan and manage the digital guest lifecycle and logistics for our upcoming African American Indigenous Launch Soiree.

This exclusive, 90-minute event expects roughly 20 to 30 attendees and will be hosted in a library event room (capacity 20–100 people). Because the event will be documented by a professional videographer, you will leverage digital invitation tools to seamlessly collect required RSVP confirmations and media release consent simultaneously. Additionally, you will lead the selection and coordination of a local caterer for light snacks and water logistics.
Key Responsibilities:
Digital Platform Setup: Select and set up an online invitation platform (e.g., Partiful, Paperless Post, or Google Forms) to handle invitations and track digital headcounts.
Invitation & Consent Integration: Design the digital invitation and build a mandatory RSVP questionnaire or checkbox ensuring all 20 to 30 guests legally consent to being filmed by the videographer before submitting their RSVP.
Guest List Management: Gather contact information and import contact lists into the digital platform, manage outgoing electronic invitations, monitor automated RSVP tracking, and handle digital follow-ups for non-responders.
Catering Coordination: Research and select a local caterer to provide light snacks and water service. Coordinate logistics to ensure water is available in both cold and room temperature options.
Reporting: Provide the event leadership team with a final, airtight digital roster of confirmed attendees who have cleared media consent prior to the event date.
Qualifications:
Experience using digital invitation, event management, or form platforms (e.g., Paperless Post, Partiful, Evite, Google Forms).
Strong digital organization skills and proficiency with spreadsheets (Excel/Google Sheets) for final data reporting.
Excellent logistical coordination skills (experience communicating with caterers and vendors).
Clear, professional digital communication skills for guest outreach and follow-ups.
Estimated Commitment: 3–5 hours per week for 6 weeks leading up to the event.

Organization Mission

To empower communities through innovative programs and initiatives that enlighten, educate and entertain while fostering a cultural understanding and unity.