Cultural Preservation through celebration

Harpers Ferry Celtic Culture Society 

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Mission and Vision

The Harpers Ferry Celtic Culture Society (HFCCS) is a cultural preservation and education-based not for profit organization. Through fundraising and charity events, our goal is to educate the community not only about Celtic heritage abroad, but about the rich Celtic heritage in Harpers Ferry and West Virginia, at large. HFCCS hosts events year-round leading up to and including the Highland Games of Harpers Ferry. By hosting educational and celebratory charity events, HFCCS collects funds and donations for both charities and projects that will improve the community.   

 

To make all of this happen, we need your help!

 

We work hard, have fun and offer multiple ways you can support the mission.

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Entertainment Coordinator

Reports to: HFCCS Board of Directors
Position Type: Volunteer

 

OVERVIEW:

The Entertainment Coordinator is responsible for booking, organizing, and managing entertainment for HFCCS events, including the Harpers Ferry Highland Games and other cultural activities. This role ensures a high-quality entertainment experience that aligns with the mission of HFCCS, celebrating and preserving Celtic culture through music, dance, storytelling, and other performances.

 

RESPONSIBILITIES:

Event Entertainment Planning & Management

• Research, identify, and secure a diverse lineup of Celtic musicians, dancers, storytellers, and performers for HFCCS events.

• Develop entertainment schedules and ensure performances align with event timelines.

• Coordinate with vendors, sound engineers, and stage managers to ensure seamless performances.

• Communicate with performers regarding contracts, expectations, and logistics.

• Manage stage setup, transitions, and performance timing on event days.

 

Performer Liaison

• Serve as the primary point of contact for all entertainment bookings.

• Ensure performers have necessary accommodations, including lodging, hospitality, and technical needs.

• Gather performer bios, promotional materials, and setlists for marketing purposes.

 

Budget & Contract Management

• Work with the Business Manager and Board of Directors to develop an entertainment budget.

• Negotiate contracts and honorariums with performers while maintaining financial accountability.

• Ensure timely distribution of performer payments and reimbursement for expenses (if applicable).

 

Promotion & Marketing Support

• Provide an event marketing team with performer details for promotional materials and social media.

• Coordinate media appearances and interviews for key performers if needed.

• Assist with event announcements and stage presentations during performances.

 

Event Execution & Logistics

• Oversee stage management, ensuring performers are on schedule and prepared.

• Troubleshoot any entertainment-related issues during events.

• Gather feedback from performers and audience members to improve future programming.

 

Post-Event Duties

• Conduct debrief meetings with the event team to assess entertainment successes and challenges.

• Maintain relationships with performers and explore future booking opportunities.

• Assist with thank-you notes and acknowledgments for performers and sponsors.

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Business Manager

​Reports to: HFCCS Board of Directors
Position Type: Volunteer

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OVERVIEW:

The Business Manager oversees the financial and operational aspects of HFCCS, ensuring the organization remains financially sustainable and efficient. This role involves budgeting, sponsorship management, and ensuring compliance with nonprofit regulations.

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RESPONSIBILITIES:

Financial Management

• Develop and manage the annual budget in collaboration with the HFCCS Board of Directors.

• Oversee event budgets, including income from sponsorships, ticket sales, and merchandise.

• Track and record all financial transactions, ensuring accurate bookkeeping.

• Prepare financial reports for the Board and provide transparency regarding revenue and expenses.

 

Sponsorship & Fundraising

• Identify and pursue sponsorship opportunities to support HFCCS events.

• Develop sponsorship packages and maintain relationships with donors and corporate partners.

• Coordinate fundraising campaigns, including crowdfunding, membership drives, and merchandise sales.

• Work with grant writers or personally draft grant applications for additional funding sources.

 

Contracts & Vendor Management

• Negotiate contracts with vendors, including venue rentals, food and beverage providers, merchandise suppliers, and service contractors.

• Ensure timely payments and compliance with agreed-upon terms.

• Maintain vendor relationships to secure favorable pricing for HFCCS events.

 

Compliance & Administrative Oversight

• Ensure HFCCS maintains nonprofit compliance, including tax filings and financial reporting.

• Work with legal and financial advisors to ensure proper governance.

• Maintain necessary licenses, permits, and insurance for HFCCS events and activities.

 

Event Operations Support

• Oversee ticketing systems, merchandise sales, and vendor payments.

• Work closely with the team members to align financial goals with programming needs.

• Assist with logistical planning, ensuring financial and operational efficiency.

 

Post-Event Duties

• Compile financial and sponsorship reports post-event for Board review.

• Conduct financial reconciliation and assess budget performance.

• Prepare thank-you letters and reports for sponsors and donors.

 

General Expectations for Aforementioned Roles

• Commitment: As HFCCS is 100% volunteer-run, both roles require dedication and proactive engagement.

• Team Collaboration: Work closely with the Board, volunteers, and other coordinators to ensure successful events.

• Passion for Celtic Culture: A strong interest in Celtic heritage, music, and traditions is highly beneficial.

• Strong Organizational Skills: Ability to manage multiple tasks and deadlines effectively.

• Excellent Communication: Clear and professional communication with performers, sponsors, vendors, and team members.

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Grant Writer 

We are looking for a competent Grant Writer to research prospective funders and find an organization that would be interested in the project type. The proposal is tailored to each funding organization prior to submission. The applicant follows all of the funding agency’s writing guidelines when creating the proposal and submitting the proposal application by the deadline. 

 

A successful grant is the result of a combination of thorough research, an excellent proposal, and a well-matched funding source. The preliminary proposal research is thorough and covers every detail of the project from start to finish.

 

This position requires someone who has excellent research, writing, and communication skills, is self-motivated, reliable, organized, thorough and timely. 

 

RESPONSIBILITIES:

• Perform prospect research on foundations and corporations

• Conduct the full range of activities required to prepare, submit, and manage grant proposals to foundation and corporate sources

• Assist with other fundraising projects as requested.

• Coordinate and follow-up on the progress of submitted proposals

• Lead proposal generation process and response to RFPs, Pre-Qualification, Bidding and formal presentations

• Develop materials showing progress of programs for donor updates and ongoing communications

• Comply with all grant reporting as required by foundation/corporate donors

• Write and maintain correspondence including concept notes, proposals, reports, and introductions

 

QUALIFICATIONS:

• University Degree in creative writing or related field

• Knowledge in research and grant writing; nonprofit experience a plus

• Knowledge of fundraising information sources

• Experience with proposal writing and institutional donors

• Knowledge of basic fundraising techniques and strategies. Knowledge and familiarity with research techniques for fundraising prospect research

• Detail-oriented and exceptionally organized

• Clear, precise and compelling writing skills

• Motivated self-starter with the ability to work independently with purpose and accuracy in a fast-paced environment

• High proficiency in all areas of Microsoft Office to include Outlook, Word, Excel and PowerPoint

• Passion for promoting Celtic culture 

 

General Marketing & Communications

We are looking for a competent Marketing Coordinator to play a critical role in ensuring the organization achieves its plans for growth in alignment with its mission, vision and values. This individual will report to the Chairman and work closely with the Small Events Coordinator. The Marketing Coordinator will be responsible for creating traditional (print media) and digital content and managing all aspects of the organization’s Social Media presence.  Ideally, the candidate will be comfortable working both independently and collaboratively within a small, close-knit team, and thrive in a fast-paced, deadline driven environment. The successful candidate must be able to communicate effectively with a diverse range of stakeholders.

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RESPONSIBILITIES:

• Collaborate with HFCCS Director and Events Coordinators to develop marketing and communications plans to promote HFCCS resources, newsletter, public awareness and events

• Execute on marketing strategy for national HFCCS public awareness campaigns 

• Write and edit content for HFCCS website and email marketing efforts, including monthly newsletter

• Contribute to affiliate HFCCS’s marketing and communications support, including branding and online engagement

• Contribute to sponsorship engagement content development in collaboration with key staff (Annual Fund, Annual Report)

• Support media and other relevant external partner relationships as needed

 

Social Media Management

• Help manage HFCCS’s social media presence (HFCCS website, Facebook, YouTube and Tictoc)

• Drive strategy to increase daily engagement on HFCCS social media accounts

• Lead content creation for HFCCS’s Social Media, including written blog content, posts & videos

• Increase awareness for key HFCCS initiatives and events, including the annual Highland Games of Harpers Ferry

 

Data & Analytics

• Monitor, report and present on online engagement analytics (web, email, social media, earned media)

• Leverage key engagement metrics across platforms to optimize content, messaging and distributions

 

QUALIFICATIONS:

• 3-5 years of relevant professional experience in communications and/or marketing, preferably in a nonprofit organization

• Bachelor’s degree in a related field, such as journalism, public relations or communications

• Excellent written and verbal communication skills (candidates selected to interview will be required to complete written performance exercise)

• Strong attention to detail and proofreading skills

• Proven results in implementing marketing and communications strategic plans

• Proven results in managing social media platforms (Facebook, Twitter, YouTube, etc.) and analytics technologies to engage a diverse audience

• Demonstrated ability to work on multiple projects simultaneously while managing deadlines

• Specialized experience, a plus –for example, working with an intermediary organization on a national scale

• Passion for promoting Celtic culture

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