White Bear Youth Football Board of Directors — role description and responsibilities.
The Special Events Coordinator plays a key role in creating memorable, community-building experiences for WBYF families. This position oversees the planning, communication, and execution of all major program events, helping ensure that each one is organized, welcoming, and aligned with the values of the WBYF community. Through thoughtful coordination and strong collaboration with board members, coaches, and the high school program, the Special Events Coordinator helps bring the entire football community together throughout the season.
The Special Events Coordinator manages the full planning and logistics for WBYF’s signature events, including Unity Night, Team Picture Day, Youth Night, and U.S. Bank Game Day experiences. For Unity Night, they coordinate with coaches, team managers, and the Communications Director to ensure families understand the schedule, expectations, and activities. They help create a positive, energetic atmosphere that celebrates the start of the season and builds excitement across all grade levels.
Youth Night requires close collaboration with the High School Liaison and the high school football staff. The Special Events Coordinator helps organize youth participation, coordinate timing for on-field activities, and ensure that players and families understand where to go and what to expect. Their work helps create a memorable experience that strengthens the connection between the youth program and the high school community.
As a member of the Communications Committee, the Special Events Coordinator contributes to planning and promoting program events, ensuring that communication around activities, celebrations, and community engagement is clear, timely, and aligned with WBYF’s mission. Their involvement helps create a cohesive experience for families and supports the visibility and spirit of the program.
A major part of the role also includes supporting the U.S. Bank Game Day experience. The Special Events Coordinator works closely with the U.S. Bank Game Day Coordinator to help plan the flow of the day, support volunteer needs, and enhance the overall atmosphere for families and visiting teams. This may include coordinating special theme days, halftime recognitions, sponsor visibility, or community-engagement activities that elevate the game-day environment. Their involvement helps ensure that home games feel organized, welcoming, and reflective of WBYF’s pride and professionalism.
Beyond these major events, the Special Events Coordinator supports any additional WBYF gatherings, such as season kickoffs, end-of-year celebrations, coach appreciation events, or special community outreach activities. They help ensure that each event is well-planned, clearly communicated, and supported with the necessary volunteers and materials.
A key part of the role involves collaboration. The Coordinator works closely with the Communications Director to share event details, with the Volunteer Coordinator (if applicable) to secure help, with the Field Coordinator for space and logistics, and with the Director of Team Operations and Team Manager Coordinator to ensure teams receive timely information. Their ability to bring people together and keep details organized helps events run smoothly and feel meaningful.
Overall, the Special Events Coordinator provides essential leadership that strengthens the culture and community of WBYF. Their work creates moments that players remember, fosters connection among families, and reinforces the pride and unity that define the program.