Events Whiz to support a donor event - Volunteer

What difference will you make?

Your expertise will help us deliver a professional, engaging event that strengthens relationships with the people and organisations who make our work possible. By taking the lead on event planning and delivery, you’ll enable our small team to focus on building meaningful conversations with supporters and sharing the impact of our programmes.

A successful stewardship event will inspire new partnerships, encourage continued investment and unlock future funding that enables communities in East Africa to access clean water, improve health and dignity, develop skills, create sustainable livelihoods and build prosperous futures.

As a small charity, access to professional event management skills has a significant impact. Your support will not only help us deliver an exceptional event but will also increase our capacity, strengthen our fundraising efforts and ultimately enable us to reach more people with life‑changing opportunities.

In return, you will have the opportunity to

• Apply your professional expertise to create meaningful social impact.


• Help a small international charity strengthen relationships with the supporters who make our work possible.


• Build work engagement through a rewarding skills‑based volunteering opportunity.


• Meet inspiring changemakers and learn about community‑led development in East Africa.


• Receive recognition for your contribution across our communications and at the event.

What are we looking for?

This opportunity is ideal for someone with experience in event planning, hospitality, project management or corporate events who is keen to use their professional skills to make a meaningful difference.

You don’t need to have previous experience of volunteering or fundraising – we’ll provide all the background on our charity, our work and the purpose of the event. What matters most is your ability to organise, coordinate and create a positive experience for our guests.

Ideally, you’ll have experience in some of the following

• Planning and coordinating events from concept through to delivery.


• Managing projects and balancing multiple tasks to meet deadlines.


• Working with venues, suppliers or service providers.


• Creating welcoming, professional guest experiences.


• Coordinating logistics such as registrations, catering, audiovisual requirements and event schedules.


• Communicating confidently with a range of people, including volunteers, suppliers and stakeholders.


• Solving problems calmly and adapting quickly when plans change.


• Working collaboratively as part of a team while also taking ownership of agreed tasks.


• Being organised, proactive and highly attentive to detail.


• Bringing creativity and fresh ideas to help make the event engaging and memorable.

Most importantly, we’re looking for someone who is enthusiastic, dependable and excited to use their skills to help strengthen relationships with the supporters who make our work possible. Your contribution will help us deliver an exceptional event and ultimately support communities in East Africa to access opportunities that improve health, education and livelihoods.

This opportunity can be undertaken by an individual volunteer or by a small team of colleagues who would like to volunteer together, sharing responsibilities across the planning and delivery of the event.

Hybrid

What will you be doing?

Working closely with our CEO and fundraising team, you will support every stage of planning and delivery, including

Event planning and design

• Develop a practical event plan, timeline and delivery schedule.


• Source a suitable venue, securing pro‑bono or discounted options through your and trustee networks where possible.


• Help shape the event format, programme and guest journey.


• Create a detailed running order and event production schedule.


• Identify opportunities for in‑kind support, sponsorship or donated services.

Guest experience

• Design an engaging and welcoming guest experience from arrival through to departure.


• Advise on networking opportunities and audience engagement throughout the event.


• Help create memorable moments that encourage guests to deepen their connection with our work.


• Ensure accessibility and inclusivity are considered throughout the event.

Guest management

• Manage invitations and RSVP tracking.


• Coordinate guest communications before the event.


• Monitor attendance, dietary and accessibility requirements.


• Prepare guest lists, name badges and registration materials.

Event logistics

• Coordinate venue arrangements and supplier management.


• Organise catering, refreshments, audiovisual equipment and PA requirements.


• Arrange room layouts, signage and event branding.


• Recruit and coordinate event‑day volunteers where appropriate.


• Develop contingency plans and manage event risks.

Event delivery

• Oversee venue set‑up and event production.


• Manage guest registration and welcome.


• Coordinate speakers, presentations and timings.


• Liaise with venue staff, suppliers and volunteers throughout the event.


• Troubleshoot any issues on the day to ensure a seamless guest experience.


• Coordinate pack‑down at the end of the event.

Post‑event

• Support event evaluation and lessons learned.


• Gather attendee feedback where appropriate.
  
• Share recommendations for future events.


• Support follow‑up communications.