Event Coordinator

About the role

We are seeking an organized, proactive, and detail-oriented Part-Time Event Coordinator to support the planning and execution of events across our markets. This role will coordinate the many moving pieces required to deliver successful events, serving as a key point of communication between venues, vendors, clients, sales representatives, marketing, accounting, the Event Committee, and other internal team members.

The ideal candidate is an excellent communicator and problem solver who can manage multiple deadlines, vendors, budgets, and event details simultaneously. This position requires flexibility, strong follow-through, and the ability to travel to events across all markets.

What you'll do

Event Planning & Logistics

• Research, contact, and coordinate with venues for upcoming events.
• Schedule event programs and maintain detailed planning calendars.
• Develop comprehensive event timelines, run-of-show documents, floor plans, setup plans, and logistical checklists.
• Coordinate event supplies, equipment, signage, promotional materials, and other event needs.
• Manage event registration processes and attendee-related logistics.
• Maintain accurate event information, tasks, deadlines, and assignments within ClickUp.
• Ensure all event details are communicated clearly to the appropriate internal teams.

Vendor & Venue Management

• Serve as a primary point of contact for venues and event vendors.
• Source and coordinate caterers, entertainers, equipment providers, decorators, and other event partners as needed.
• Obtain quotes, review proposals, coordinate agreements, and assist with vendor negotiations.
• Manage 20+ vendors per event, ensuring deadlines, requirements, setup instructions, and deliverables are clearly communicated.
• Confirm vendor arrival times, venue requirements, insurance documentation, payment information, and other event-specific needs.
• Maintain strong relationships with vendors and venue partners across all markets.

Internal Team Coordination

• Work closely with the Publisher and Event Committee throughout the planning process.
• Assign and track event-day roles and responsibilities in coordination with the Event Committee.
• Partner with Account Executives to understand client commitments, sponsorship deliverables, and event requirements.
• Coordinate with the Marketing Team on promotional campaigns, event materials, signage, giveaways, and other promotional needs.
• Work with the Accounting Department to manage invoices, vendor payments, deposits, reimbursements, and event expenses.
• Communicate with clients and sponsors as needed to coordinate event participation and deliverables.

Budget Management

• Maintain detailed event budgets and track expenses against approved amounts.
• Collect and organize vendor quotes, contracts, invoices, and receipts.
• Coordinate invoice processing and payment requests with Accounting.
• Identify potential budget issues early and communicate them to the Publisher and Event Committee.
• Maintain accurate financial documentation for each event.

On-Site Event Execution

• Travel to company markets as required for events.
• Coordinate and oversee event setup and teardown.
• Serve as an on-site point of contact for venues, vendors, clients, sponsors, and internal team members.
• Confirm that vendors and event partners fulfill agreed-upon responsibilities.
• Manage event timelines and keep programs running on schedule.
• Troubleshoot unexpected issues quickly and professionally.
• Ensure the overall guest, client, sponsor, and vendor experience meets company expectations.

Post-Event Follow-Up

• Coordinate outstanding vendor invoices, payments, and documentation.
• Gather feedback from internal teams, vendors, clients, and attendees when appropriate.
• Evaluate attendance, budget performance, sponsorship commitments, and other event success metrics.
• Prepare post-event summaries for the Publisher and Event Committee.
• Document lessons learned and recommendations to improve future events.

Qualifications

• Previous experience in event coordination, event planning, hospitality, marketing, project coordination, or a related field preferred.
• Strong organizational and project management skills.
• Experience coordinating multiple vendors.
• Strong verbal and written communication skills.
• Comfortable communicating professionally with vendors, venues, clients, sales representatives, and company leadership.
• Ability to manage multiple events, priorities, and deadlines simultaneously.
• Strong attention to detail and follow-through.
• Ability to manage and track event budgets accurately.
• Comfortable negotiating and coordinating vendor pricing, services, and event requirements.
• Ability to remain calm, flexible, and solutions-focused when unexpected issues arise.
• Proficiency with Google Workspace, including Gmail, Google Drive, Docs, Sheets, and Calendar.
• Experience with ClickUp or similar project management software preferred.
• Ability to work independently while collaborating effectively across multiple departments.
• Availability to work flexible hours, including occasional evenings and weekends based on event schedules.
• Ability and willingness to travel to all company markets for events is required.

What Success Looks Like

The Part-Time Event Coordinator keeps every event organized from initial planning through final follow-up. Vendors know where to be and when, internal teams understand their responsibilities, clients and sponsors receive the support they need, budgets and invoices are accurately tracked, supplies and promotional materials arrive on time, and event-day operations run smoothly.

Success in this role means anticipating needs, communicating proactively, maintaining detailed information in ClickUp, and ensuring that no important event detail falls through the cracks.