Special Events Planner Contractor

SMYAL•Washington, DC

6d•Hybrid

About The Position

SMYAL is seeking a creative, organized, and collaborative Special Events Planner Contractor to plan and coordinate youth- and community-focused events during the end of 2026 and early 2027. Working with departments across SMYAL, the contractor will develop and execute events that provide safe, affirming, engaging, and meaningful experiences for LGBTQ+ youth and the broader SMYAL community. Events may include Pride activities, holiday celebrations, youth camps, community events, program celebrations, and other assigned special events. This is a short-term hybrid consulting position based in Washington, DC, with an end date of January 31, 2027. The workload is approximately 20 hours per week, with pay of $500 per week. The contractor will manage projects independently, meet deadlines, and translate ideas into well-organized events. SMYAL supports and empowers LGBTQ+ youth through affirming programs and services intended to develop critical life skills, build community, and foster belonging. SMYAL is an equal opportunity employer, is committed to accessibility, and provides reasonable accommodations.

Requirements

Demonstrated experience planning and coordinating events, programs, conferences, camps, or community activities.
Strong organizational and project-management skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Strong attention to detail.
Ability to work independently in a fully remote environment.
Strong problem-solving and interpersonal skills.
Comfort working with LGBTQ+ youth and communities.

Nice To Haves

Experience planning events for nonprofit, youth-serving, LGBTQ+, or community-based organizations.
Experience coordinating youth camps or large-scale community events.
Experience working with vendors, venues, caterers, and contractors.
Familiarity with virtual and hybrid event planning.
Experience working with diverse communities and creating inclusive, accessible events.
Experience working with queer and trans youth, Black youth, and youth of color is highly preferred.
Queer and trans individuals, women, and people of color are strongly encouraged to apply.

Responsibilities

Plan and coordinate SMYAL events from initial concept through completion.
Develop event timelines, work plans, checklists, and planning documents.
Coordinate logistics, including venues, vendors, supplies, food, transportation, technology, and other assigned needs.
Support planning and execution of Pride events, holiday events, youth camps, community gatherings, and other special events.
Coordinate with SMYAL staff, community partners, vendors, volunteers, and other stakeholders.
Identify potential event challenges and proactively develop solutions.
Ensure events are welcoming, youth-centered, LGBTQ+ affirming, accessible, and aligned with SMYAL’s mission and values.
Research and communicate with potential vendors and event partners; obtain and compare quotes when appropriate.
Coordinate contracts, invoices, deliveries, and other vendor logistics in collaboration with SMYAL staff.
Maintain clear communication with partners throughout the planning process.
Collaborate with the YDCE team on event messaging, invitations, registration materials, and promotional needs.
Provide event information and deadlines to relevant staff in a timely manner, and support outreach and engagement for assigned events.
Develop event-day schedules and run-of-show documents.
Coordinate logistics before and during events, troubleshoot issues, and make real-time adjustments as needed.
Support staff and volunteers in understanding their event responsibilities.
Conduct post-event debriefs and document lessons learned and recommendations.
Maintain organized event files, timelines, budgets, vendor information, and planning materials.
Track event-related expenses and stay within approved budgets.
Provide regular updates to the Director of Youth Development & Community Engagement.
Complete other event-planning projects and assignments as requested.