Project Co-ordinator

Job Description for Project Co-ordinator



To the Management committee.


Job Purpose

To plan and organise events and small scale projects with aim of increasing awareness and use of local food producers as well as encouraging and educating people in order to enhance their own food producing skills from growing to cooking.


Special working conditions

Evening and weekend working will be necessary, also travel away from central location as events dictate.



Increase and improve skills base as well as acquire new skills and knowledge as events and projects dictate. Build community links


Key Responsibilities

To plan, organise and co-ordinate events and projects.

Identifying and sourcing suitable producers, products, people and locations for events/projects.

Arrange and carry out advertising and marketing.

Liaising and networking with various groups and people for events/projects as “stars”, workers (paid and voluntary) and audience members.

Media and public relations, arranging press releases and reviews to be written and published.

Oversee and ensure the fulfilment of administrative tasks.


Detailed Job Profile

To plan and organise events:

Pre-event planning:

  • · Source locations and dates for the events, this may be at the suggestion of the management team or organisation that the event is staged for or through own research.
  • · Source and organise people to “star” at the events; again this may be from a suggested list, interested parties or through own sourcing.
  • · Organise for extraneous activities and interests to occur at the event as is appropriate (raffles, stalls, refreshments etc) or arrange for others to take control of the organising and running of them.
  • · Organising and sourcing of supplies, products and equipment for the events. Some of this may already belong to the project and needs to be checked before the event, and if necessary replaced. Some specialist equipment may be able to be hired or borrowed rather than bought so arrangements to do so should be made and confirmed in advance of the event.
  • · Carry out any necessary risk assessments and license requests; this may be under the advice and guidance of the management team particularly for larger events. Alternatively make arrangements for them to be done by somebody else with suitable knowledge and experience to fulfil the task satisfactorily.
  • · Organise and liaise with extra staff and volunteers for events as is necessary, ensuring that they are capable, available and willing to work for the time required. Instruct them as to their roles for the event, utilising their skills and experience where applicable providing opportunities to enhance and share skills throughout the staff group.
  • · Create or ensure the creation of advertising, marketing, press releases and public information releases (leaflets, flyers, posters, newsletters) which will be confirmed with the management team before publication.
  • · Ensure that recipe, guidance and information sheets are designed and printed in sufficient numbers ready to be distributed to event/project attendees.
  • · Organise “goody bags” and contents for event ticket holders as is appropriate and for a sufficient number of them to be filled ready for distribution at the end of the event.
  • · Organise the sale of event tickets, this may be through a venue box office, online or other outlet as is appropriate to the event.
  • · Organise or ensure that reviews will be written for press and public release to be published after the event.
  • · Arrange for market research to be carried out, this may be during the event with face to face “interviews” or self-selecting paper based questionnaires. Also arrange for contact details for people/interested who wish to be kept informed of events and projects to be collected.

Event set-up, attendance and break-down:

  • · Be in attendance before the event to set it up, if necessary with the help of local staff or volunteers (this will need confirming and organising before the event).
  • · Liaise with event workers, ensuring they understand their roles, reassign or adjust tasks as is necessary.
  • · Ensure that tasks are satisfactorily completed and in time, i.e. before the event is open to public or during the event to make the event as smooth and successful as is possible.
  • · Ensure that filled “goody bags” and any handouts are ready for distribution whenever necessary.

· Attend the event in an official capacity.

  • · Help break down the event, tidy and clean the location afterwards (ensuring equipment is cleaned) again it may be necessary to organise staff and volunteers to stay behind and help do this.
  • · Collect any market research and contact details that have gathered for future use and post event debriefs.

Post event house-keeping:

  • · Ensure that all services and goods have been paid and accounted for (cheques to be signed by the management team).
  • · Collect and account for all income or arrange for it to be done by another suitable person (confirm with the management team before banking).
  • · Liaise with all parties involved for feedback to enable future events to improve or change as necessary and inform the management of this.
  • · Return any hired or borrowed equipment and ensure and damages are paid for (keep details on how any damages have occurred to help prevent them in future).
  • · Check all equipment for damage and make arrangements for repairs or replacements to be made in time for the next event that it will be used for.



General duties:

Day to day:

  • · Take note of any suggestions for other types of events/projects and if necessary follow up and research the ideas given (possibly contacting the original source for further information and discussion).

· Be creative and innovative, coming up with ideas for events and activities

and funding opportunities to be discussed with the management team before

acting upon them.

  • · Be passionate and interested about food, its production and growing.
  • · Create and follow up contacts, queries and ideas with the various people needed to make the events possible, food producers, chefs, service providers, general public.
  • · Keep abreast of food and gardening/growing trends, innovations and local producers, products and suppliers. This will help to organise events and projects that may be popular and of common interest.
  • · Liaise with relevant contacts and interested parties for events and projects.
  • · Maintain contact lists and details for locations, producers, products, workers, volunteers and interested parties for future use and reference. These can also be accessible to the management team for advice and inspiration for future events.


            · Create or ensure the creation of advertising and marketing campaigns for

events and projects and ensure their publication in plenty of time to target as

many people as possible.

· Write press releases and public information releases (posters, leaflets, flyers,

newsletters etc) or arrange for them to be written by appropriate people.

  • · Basic accounting (income and expenditure for each event).
  • · Arrange for reviews and testimonials for events to be written and published.
  • · Arrange for market research to be carried out. This may be at events to gather information about what people like and dislike as well as ideas for future events or it could be by requesting information from contacts.


Please see the Job Descriptions for another post :



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