Virtual Events Contractor

Reports To: Executive Director
Status: Independent Contractor (1099)
Schedule: Very Part-Time / Project-Based
Location: Remote
Organization Type: Membership Association / Nonprofit Organization

Position Summary

NAMA is seeking a highly organized and collaborative Virtual Events Contractor to support the planning and coordination of two primary annual virtual educational events:

  • NAMA Annual Virtual Conference (2-day event in April) 

  • NAMA Virtual Summit (1-day event in September) 

This contractor will work in coordination with NAMA staff and volunteer event committees to help oversee event planning logistics, speaker coordination, scheduling, virtual event preparation, and operational support. This is a flexible, project-based role designed for a contractor with experience supporting virtual conferences, webinars, educational programs, or nonprofit association events.

The ideal candidate is detail-oriented, proactive, comfortable working remotely, and experienced in managing timelines and communications within collaborative volunteer-driven environments. 

Scope of Work

Event Planning & Coordination

  • Support planning and coordination of the NAMA Annual Virtual Conference and Virtual Summit in collaboration with the NAMA Conference and Events Committee and Executive Director

  • Assist in maintaining event timelines, planning documents, and project task lists 

  • Attend event planning meetings and provide organizational follow-up as needed 

  • Help track deadlines, deliverables, and event preparation progress 

Speaker & Program Coordination

  • Coordinate speaker communications and scheduling 

  • Assist with collecting speaker materials, bios, headshots, presentations, and agreements 

  • Support session scheduling and program organization 

  • Coordinate presenter onboarding and virtual platform preparation 

Virtual Event Support

  • Assist with virtual event platform setup and coordination 

  • Coordinate rehearsal sessions and technical preparation with speakers as needed 

  • Help manage attendee communications related to event access and schedules in coordination with the NAMA Communications and Marketing staff

  • Support day-of event coordination and troubleshooting during live events 

Registration & Administrative Support

  • Assist with registration coordination and attendee tracking 

  • Support event-related communications and documentation 

  • Maintain organized event records, files, and shared planning documents to be stored in NAMA’s Google Workspace

  • Coordinate post-event evaluations and follow-up materials 

Collaboration & Communication

  • Work collaboratively with volunteer committees, speakers, staff, and contractors 

  • Provide regular planning updates to the Executive Director and designated committee leadership 

  • Maintain professional and timely communication throughout planning cycles 

Collaborative Support Structure

   The contractor will work collaboratively with:

  • Volunteer event committees 

  • NAMA staff 

  • Speakers 

  • Marketing support personnel 

  • Additional contractors or volunteers as assigned 

NAMA recognizes that successful event planning and execution is a collaborative organizational effort that relies significantly on volunteer participation, staff support, marketing coordination, sponsorship development, and organizational resources.

The contractor’s primary role is to provide:

  • Event coordination 

  • Planning oversight 

  • Communication facilitation 

  • Operational support 

  • Project management assistance 

The contractor is not solely responsible for overall event financial performance, sponsorship revenue, marketing outcomes, or volunteer participation levels.

Estimated Scope of Engagement

This role is intended as a highly part-time, project-based contractor engagement.

Estimated workload:

  • Lighter planning periods: approximately 2–5 hours per week 

  • Active planning periods: approximately 5–10 hours per week 

  • Event weeks: increased availability as reasonably needed 

Workload fluctuations throughout the annual event cycle are expected.

Qualifications

Required

  • Experience coordinating virtual events, webinars, conferences, or educational programs 

  • Strong organizational and project coordination skills 

  • Excellent communication and follow-through 

  • Ability to manage timelines and multiple moving parts independently 

  • Comfortable working in collaborative volunteer-driven environments 

  • Proficiency with Zoom, Google Workspace, and online collaboration tools 

Preferred

  • Experience working with nonprofit organizations or membership associations 

  • Experience supporting continuing education or professional conferences 

  • Experience supporting volunteer committees or boards 

  • Basic marketing or event communications experience

Desired Characteristics

  • Organized and dependable 

  • Calm under pressure 

  • Collaborative and professional 

  • Detail-oriented and proactive 

  • Flexible and adaptable 

  • Comfortable working independently in a remote environment 

The role may expand over time as NAMA’s educational programming and event offerings continue to grow

Compensation & Collaborative Support Structure

Base Project Fee

The contractor will receive a flat annual project fee of:

$6,000 annually to support coordination and oversight of:

  • the NAMA Annual Virtual Conference 

  • the NAMA Virtual Summit 

The base project fee will be paid according to a mutually agreed-upon payment schedule.

Incentive Compensation

In addition to the base project fee, the contractor will be eligible for an incentive bonus based on 5 % of net event profits.

For purposes of bonus calculation, net event profits will generally be calculated as:

Total event revenue minus approved direct event expenses

Approved direct event expenses may include:

  • Platform fees 

  • Speaker honoraria 

  • Marketing expenses 

  • Contractor support 

  • Technology expenses 

  • Administrative event costs 

Bonus payments, if applicable, will be calculated following final reconciliation of conference and summit financials.

How to Apply

Please submit:

  • Resume 

  • Brief cover letter outlining relevant experience 

  • Optional writing samples, marketing materials, or social media portfolio examples 

Submit to: Hilary Garivaltis, NAMA Interim Executive Director hilary@ayurvedanama.org  

Subject Line: Virtual Events Contractor Application 

Applications will be reviewed on a rolling basis until the position is filled.

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