Situation

The Lancaster Event Center was preparing to host two major events, the National High School Finals Rodeo and the Lancaster County Super Fair. Each event expecting over 30,000 attendees over 10 days. These events required a large, well-coordinated volunteer and amrketing team to run smoothly.

Issue 1: Needed voluntees to help run event

Issue 2: Signage needed to be produced for each event.

Issue 3: Needed sponsors to represent the event.

Tasks

1. Sourcing over 200 volunteers in a limited timeframe while competing with other large summer events

2. Coordinating volunteer schedules, shift coverage, and break times for 150+ volunteers across a 10-day event while balancing individual availability and event needs

3. Securing sponsor buy-in and aligning partnership goals under tight budget constraints

4. Delivering a high-quality event experience while staying within a limited budget for staffing, supplies, and marketing materials

5. Designing clear, effective signage that matched each event’s needs and branding while accommodating last-minute changes

Action

Initiated and executed a volunteer recruitment strategy by cold calling over 240 former participants, nonprofits, and community groups to build an event-ready volunteer team
Created and managed daily volunteer schedules, coordinating shift breaks and assignments based on availability and skill level
Directed on-site volunteer operations for 150+ individuals across two 10-day events, providing daily support, direction, and troubleshooting
Prospected and secured sponsorships by going door-to-door and cold calling over 200 local businesses, building community relationships and promoting event partnership opportunities
Designed digital and static signage and materials using marketing software to enhance attendee experience and sponsor visibility

Result

Ensured smooth operations for two events with 30,000+ attendees each
Successfully recruited and managed over 200 volunteers, maintaining strong relationships and positive feedback throughout
Secured and collaborated with Pepsi to host a volleyball tournament for rodeo contestants from 44 U.S. states, 5 Canadian provinces, and Mexico, while promoting Pepsi products during the event
Helped increase sponsor engagement and attendee satisfaction through creative marketing and activation planning