Event Coordinator

At Florida Farm Bureau Federation (FFBF), our events bring agriculture’s voice to the forefront—connecting members, leaders, and communities across the state. We are seeking a passionate and highly organized Event Coordinator to help deliver meetings and conferences that advance our mission, support Florida’s agricultural producers, and strengthen member engagement. From legislative events and leadership conferences to statewide meetings, this role plays a key part in creating meaningful experiences that inform, inspire, and unite our members.

Success in this position requires a purpose-driven, collaborative professional who is dynamic, detail-oriented, and committed to excellence.

The listed pay range is the starting salary for the position.

About the Florida Farm Bureau Federation

As the state’s largest agricultural organization—representing over 132,000 member families—FFBF is dedicated to ensuring the prosperity of Florida’s farmers and ranchers. Our mission is rooted in advocacy, education, and service, promoting a thriving agricultural industry that sustains the food, fiber, and natural resources essential to daily life.

When you join FFBF, you join a team united by purpose:

• Advocate for Florida’s farmers and ranchers.
• Strengthen local access to healthy, sustainable food.
• Collaborate with passionate, purpose-driven professionals.
• Contribute to a positive, supportive workplace culture.
• Experience the fulfillment of advancing agriculture’s future.!

Compensation & Benefits

We recognize that attracting top talent means providing meaningful rewards. FFBF offers a competitive salary and a comprehensive benefits package designed to enrich your professional and personal well-being:

• 401(k) Retirement Plan: Company match of up to 4% of eligible earnings, plus an additional annual employer contribution.
• Professional Development: Ongoing training opportunities and participation in an annual company retreat.
• Paid Time Off: 19 PTO days per year for new employees.
• Paid Holidays: At least 9 paid holidays annually.
• Health Insurance: Multiple plan options for medical coverage.
• Additional Insurance Options: Dental, vision, life, disability, and supplemental plans available.
• Flexible Spending Account (FSA): Optional enrollment.
• Insurance benefits become effective on the first of the month following your employment start date.

Position Summary

The Event Coordinator is responsible for planning, coordinating, and executing a wide range of meetings, conferences, and signature events that support Florida Farm Bureau Federation’s mission and member engagement efforts. This role manages all event logistics from concept through completion, collaborates closely with internal teams, vendors, and venues, and ensures each event is delivered with exceptional service, accuracy, and professionalism. Success in this position requires strong organizational skills, attention to detail, and the ability to manage multiple events while contributing to experiences that advance and elevate Florida agriculture.

Key Responsibilities

1. Event Planning and Execution:

• Plan, organize, and execute all logistical aspects of events, including venue RFPs, site visit, and selection, food and beverage selections, audiovisual needs, transportation, and décor.
• Maintain FFBF organizational events calendar.
• Create and maintain a database for all meetings and events.
• Manage event registration platform and attendee lists, coordinate name tags and registration materials.
• Manage program/agenda development, event timeline, staff schedule and assignments.
• Advise and provide support to the Showcase/Tradeshow events and provide on-site support as needed.
• Provide on-sight management of meetings/events to include oversight of logistics and vendors, and troubleshoot any issues that may arise, as needed.
• Assist with Conference Farm Tour logistics.
• Events, including but not limited to: CARES, PAC Fundraiser events, Farm Bureau Day (Legislative event), Field to the Hill (Legislative event), Ag Policy Forum, South Region events, Board Meetings, LINC Conference (AEST), Women’s Leadership Conference, Young Farmers & Ranchers Leadership Conference, State Annual Meeting, AFBF Convention and Conferences

2. Client Communication:

• Display excellent attention to customer service in-person, via phone and in email.
• Serve as the primary point of contact for clients, understanding their event needs and goals.
• Communicate regularly with clients to provide updates, gather feedback, and ensure satisfaction.
• Serve as primary point of contact with the venue/hotel staff.
• Coordinate with program managers to create meeting requirements and provide instructions to hotel staff regarding meeting room designation, set-ups, menu selection, AV requirements, reservation procedures, billing procedures, room block and VIP arrangements.
• Serve as the staff member assigned to the State Board Convention Committee.

3. Vendor Management:

• Source and negotiate contracts with vendors, including caterers, florists, audiovisual technicians, speakers, sponsors and transportation services.
• Oversee vendor relationships and manage day-of coordination with all involved parties.

4. Budget Management:

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial constraints.
• Develop sponsorship packages and deliverables, ensuring sponsor deliverables are met.
• Track expenses and provide regular budget updates to clients and management.

5. Marketing and Promotion:

• Assist in the development of promotional material for events.
• Collaborate with the marketing team to create and implement strategies to attract attendees.

6. On-Site Coordination:

• Be present on-site during events to oversee set-up, execution, and breakdown.
• Manage staff and volunteers to ensure seamless event operations.

7. Post-Event Evaluation:

• Provide post-event evaluations to attendees to assess the success of each event.
• Gather feedback from clients, sponsors and vendors to identify areas for improvement.
• Coordinate with accounting to reconcile unpaid registrations/expenses and ensure efficient billing policies and procedures are being followed.

Minimum Qualifications

• Bachelor’s degree in event management, hospitality, or a related field or an equivalent combination of demonstrated experience in event planning and coordination.
• Strong planning and organizational skills with exceptional attention to detail.
• Proactive and self-directed, with the ability to prioritize effectively and anticipate needs.
• Excellent and effective communication and interpersonal skills, with the ability to build productive relationships.
• Ability to perform well under pressure, meet tight deadlines, and resolve issues efficiently.
• Demonstrated ability to manage multiple priorities and timelines across simultaneous events.
• Sound judgement and strong problem-solving skills to make effective day-to-day and on-site decisions.
• Ability to work independently while collaborating effectively with staff across departments.
• Exceptional writing and proofreading skills.
• Creative and innovative approach to event design and execution.
• Proficiency in Microsoft Office and Adobe Suite applications, including Word, Excel, Power Point, and Outlook.

Preferred Qualifications

• Familiarity with event management software.

Travel Requirements

• Must be able to travel statewide and occasionally out of state, and work evenings or weekends as required.

Work Environment & Physical Demands

The physical demands and work environment characteristics described are representative of those required to perform the essential functions of this job. Reasonable accommodations may be provided in accordance with applicable laws.

• While performing the duties of this position, the employee is regularly required to sit and use hands to handle or operate objects, tools, and controls, and to communicate effectively through seeing, talking, and hearing.
• The employee may occasionally be required to reach with hands or arms, stand, walk, stoop, kneel, crouch, or crawl.
• This role requires regular use of computer keyboard and the ability to view a computer screen for extended periods.
• The employee must be able to frequently lift or move objects weighing up to 20 pounds. Vision requirements include close vision and the ability to adjust focus as necessary.

Equal Opportunity Statement

Florida Farm Bureau Federation is an Equal Opportunity Employer (EOE). We are committed to fostering an inclusive workplace where diversity is celebrated, and all employees and applicants receive equal consideration without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other protected characteristic under federal, state, or local law.

Job Type: Full-time

Pay: $51,746.00 – $64,665.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Relocate:

• Gainesville, FL 32608: Relocate before starting work (Required)

Work Location: In person