Title: Event Coordinator
Contract Length: 6+ months; 40 hrs/wk
Hourly Rate: $22-$24/hr, DOE
Schedule: Hybrid (ideally Tues – Thurs onsite, Mon and Fri remote)
Role Summary
This freelance Event Coordinator role focuses on organizing and executing trade shows and customer events from start to finish. The coordinator manages logistics, attendee travel and accommodations, vendor coordination, event documentation, and budget tracking and occasional show travel (less than 10%). The position also handles reporting, inventory of event assets, and general administrative support for the events team. It is well-suited for an organized, detail-oriented professional with 1–2 years of event experience who is comfortable in a fast-paced, collaborative environment. You will also provide critical administrative and logistical support that keeps the department organized, efficient, and execution-ready.
This position is ideal for a highly organized self-starter who thrives in a fast-paced environment, can manage multiple priorities, and is comfortable working both independently and as part of a cross-functional team.
Key Responsibilities
- Support the planning and execution of trade shows and customer events, including securing promotional items and giveaways, coordinating booth services, and managing the shipment and return of event materials.
- Coordinate internal attendee logistics such as hotel accommodations, hospitality events, registration/show passes, meeting and tour bookings, and related travel details.
- Develop and maintain event documentation, including event briefs, run-of-show schedules, and presentation materials; organize and facilitate pre- and post-event meetings and debriefs, including distributing and analyzing post-event surveys.
- Track event-related expenses, organize invoices and receipts, and assist in monitoring budgets to help ensure events are executed within approved financial parameters.
- Conduct ongoing research on industry best practices, venues, vendors, and event technology; stay current with trends in trade shows and experiential marketing to support continuous improvement of event strategy.
- Provide on-site support at selected events, trade shows, and conferences as needed, including set-up, tear-down, vendor coordination, and attendee assistance.
- Deliver general administrative support for the events function, including scheduling internal meetings, processing invoices, maintaining departmental calendars, and updating internal event resources on SharePoint or similar platforms.
- Assist in preparing reports, recaps, dashboards, and presentations that summarize event performance, attendee engagement, and key learnings.
- Help manage and track inventory of trade show assets and event materials, ensuring items are properly stored, cataloged, and available for upcoming programs.
- Maintain accurate and up-to-date records of all event-related activities, including contracts, vendor contacts, timelines, and compliance documents.
- Support general office and operational needs for the team, such as ordering supplies, coordinating equipment maintenance, and organizing shared spaces or storage areas.
- Contribute to refining and documenting standardized processes, templates, and checklists to enhance consistency and efficiency across all events.
Qualifications
- Bachelor’s degree in event management, hospitality, communications, marketing, project management, or a related field preferred.
- 1–2 years of hands-on experience in event coordination, trade show management, or a comparable role, with demonstrated ability to manage multiple tasks and projects simultaneously.
- Highly organized, proactive, and detail-oriented, with strong time-management skills and the ability to meet deadlines in a dynamic environment.
- Strong verbal and written communication skills, with the ability to collaborate effectively with internal teams, vendors, and external partners.
- Proven problem-solving skills and resourcefulness, with a focus on delivering high-quality service to internal and external stakeholders.
- Proficiency in Microsoft Office tools, including Excel, PowerPoint, Word, SharePoint, and Teams.
- Strategic and detail-focused mindset, capable of thinking through logistics while also understanding broader event goals and brand objectives.
- Experience with project management tools such as Monday.com, Asana, or similar platforms is a plus.
- Familiarity with CRM platforms such as Salesforce is a plus, especially for tracking leads, guests, and follow-up activities.
- Flexibility to work evenings and occasional weekends in support of event schedules.
- Ability to travel as needed (less than 10%) for on-site event support.
