Special Events Manager- Convergences

The Company: Escapees RV Club, recently acquired by Harvest Hosts, has a 46-year legacy of supporting RVers with educational programs, in-person events, support services, and member benefits. As part of the fast-growing Harvest Hosts’ team (#70 on Inc. 5000’s 2022 List), we are creating innovative solutions for the RV industry in a dynamic, remote environment.

Job Summary: We’re seeking an energetic, detail-oriented Special Events Manager to lead our Xscapers Convergences, events for the Xscapers lifestyle group within Escapees geared towards working-age RVers. This position is remote-based and part-time. This role involves planning, organizing, and hosting unique events for RV enthusiasts, working closely with volunteers and team members to ensure unforgettable experiences. Ideal candidates thrive in dynamic environments, have a knack for event logistics, and excel in budgeting and communication.

This position requires regular travel and the ability to identify and secure new event locations. The Special Events Manager - Convergences must attend the Xscapers Annual Bash and Escapade each year, while also personally hosting 4–6 Convergences annually. Additional Convergences may be organized and led by community volunteers, with your support and oversight.

The Special Events Manager- Convergences reports to the Events Department Team Lead.

Responsibilities:

• Event Planning
  • Organize and host 5-8 Convergences annually (between you and volunteers).
  • Secure venues, vendors, transportation, and permits.
  • Develop risk mitigation strategies for safety and compliance.
  • Manage event logistics, including safety and sanitation.
    • Ensure all events are accessible to a diverse audience, incorporating inclusive practices and accommodations.
  • Recruit and oversee volunteers for each event.
  • Plan engaging activities to entertain attendees and keep them coming back.
• Host Coordination
  • Recruit, train, and oversee volunteer hosts.
  • Develop training materials and provide guidelines and support to ensure consistent event quality.
  • Assist volunteer hosts in planning and executing events.
• Financial Management
  • Prepare and manage event budgets, tracking expenses against forecasts.
  • Ensure accurate financial reporting using software tools.
  • Review budgets and forecasts with the supervisor and financial team.
• Communications & Marketing
  • Draft and send attendee emails, create event webpages, and analyze feedback surveys.
  • Collaborate with the Marketing team on promotional info, Facebook groups, and timelines.
  • Write articles for the bi-monthly magazine.

Essential Skills:

• Strong budgeting and financial management skills.
• Exceptional written and verbal communication skills.
• Ability to collaborate with teams, volunteers, and external partners.
• Proficiency in tools like Microsoft Excel and Google Sheets.
• Strong research skills.

Preferred Qualifications:

• Familiarity with the RV lifestyle and Escapees/Xscapers community.
• Experience in public speaking or hosting large groups.
• Experience in event planning and logistics.
• Knowledge of tools like Airtable, Asana, Notion, or WordPress.

This role requires a high level of energy and adaptability. You’ll be active during the events coordinating between volunteers, setting up activities, and engaging with attendees during events in various weather conditions. Flexibility for travel and an active presence at events are key to creating memorable experiences.

Compensation and Benefits: This is a part time role consisting of 20-25 hours per week paying $25–$30/hour. Benefits include 401(k) participation, optional healthcare, and most of all: a fun work environment.

Timing: We are looking to fill this position as soon as we find the right candidate!

Harvest Hosts appreciates your interest in our company as a place of employment. It is Harvest Hosts policy to provide equal opportunity for employment to all qualified employees and applicants, regardless of race, religion, religious affiliation, ancestry, citizenship status, marital status, familial status, sexual orientation, gender identity, color, creed, national origin, sex, age, disability, or veteran status or any other characteristic protected by local, state or federal law. This policy applies to all areas of employment including recruitment, placement, training, transfer, promotion, termination, pay, and other forms of compensation and benefits. Harvest Hosts will provide reasonable accommodations to qualified individuals

Timing: We are looking to fill this position as soon as we find the right candidate!

Harvest Hosts appreciates your interest in our company as a place of employment. It is Harvest Hosts policy to provide equal opportunity for employment to all qualified employees and applicants, regardless of race, religion, religious affiliation, ancestry, citizenship status, marital status, familial status, sexual orientation, gender identity, color, creed, national origin, sex, age, disability, or veteran status or any other characteristic protected by local, state or federal law. This policy applies to all areas of employment including recruitment, placement, training, transfer, promotion, termination, pay, and other forms of compensation and benefits. Harvest Hosts will provide reasonable accommodations to qualified individuals