Request for Proposal

Event Coordinator

Postern is looking for an Event Coordinator to play an integral role in the marketing and promotion of a free public health initiative by a healthcare provider serving pregnant people and their families in the Frederick County area (more information can be shared upon contract initiation). The primary responsibilities are to provide end-to-end event planning for a year-long event campaign (estimated 12 event series; 48 individual events) with community partners. The Event Coordinator will also represent the healthcare provider at each event with the goal of signing pregnant people up to receive this service.

Targets:

  • Number of Individual Events: ~48
  • Number of Event Series: ~12
  • Events Calendar Length: ~8-12 months
  • Event Attendees by Pregnant People: ~1000 (estimated 20-25 attendees per event)
  • Service Signups from Events: ~750 (75% conversion rate)
  • Deepen service awareness in priority zip codes.

 

This role is part of a larger marketing campaign taking place from approximately October 2025 through November 2026.

Responsibilities:

Event Planning and Logistics

This includes everything from selecting and working with partners, securing venues, and handling contract negotiation arrangements.

 

Budget Management 

The event coordinator will work with the agency partner to create and manage the event budget.

 

Partner Management 

This involves researching, selecting, and negotiating contracts with various community partners.

 

Event Execution and On-site Management and Tabling 

During the events, the coordinator will oversee all aspects of the event, including setup, greeting guests, service signups, partner coordination, and troubleshooting issues that may arise. The number one goal and priority for each event is to maximize the number of service sign-ups by pregnant people.

 

Post Event Evaluation 

After an event, the coordinator will analyze its success and report back to the agency partner, identify areas for improvement, and prepare reports for the larger team.

 

Work Independently 

The event coordinator will work independently when planning and executing the events. A healthcare clinical staff member or subject matter expert may be provided for events where clinical expertise is required.

 

Marketing 

While the majority of the marketing of the events will be executed by Postern, the coordinator will be responsible for participating in ideation sessions and working with partners to assist in the promotion of events.

Skills and Qualifications:

  • Strong organizational and time management skills
  • Excellent communication and interpersonal skills
  • Problem-solving and decision-making abilities
  • Experience in event planning
  • Customer service focused
  • Sales experience
  • Virtual meeting hosting skills

Event Concept:

Previously, event series were held in partnership with specialists (like prenatal yoga instructors) and hosted at local community locations. The events were 100% free to attendees, and the goal was to attract pregnant people to attend as a form of self-care, to promote the free healthcare service, and to get them to sign up to receive care.

The goal of events is similar for the coming year, but different event themes and formats can be explored. Both in-person and virtual events are an option and will be determined based on the event theme. A healthcare clinical staff member or subject matter expert may be made available for events but should not be required for every event. Partners should become the subject matter expert (e.g., a fitness instructor), and the Event Coordinator would serve as the representative for the healthcare provider. The coordinator should understand the healthcare service to the extent they can answer general questions about the nature of the service, with signing pregnant people up being the primary goal.

The Event Coordinator will be provided an overview of the healthcare service, including what a birthing parent and families can expect during care, and general FAQs and answers to use during events.

Potential Number of Events: 

48

Sample Event Themes:

  • Prenatal yoga
  • Self-care and emotional wellbeing
  • Newborn care
  • Postpartum care planning
  • Healthy eating for pregnancy or postpartum recovery
  • Prenatal fitness
  • Sibling adjustments
  • Safe sleep environment and decisions
  • Author events
  • Brain building for newborns
  • Preparing for breastfeeding
  • Virtual events