Event Coordinator

Role Summary

The Event Coordinator provides end-to-end planning and execution support for the company’s channel and sales event portfolio, including the annual dealer meeting, advisory council sessions, regional partner events, sales kickoffs, industry trade shows, and partner training and enablement sessions. This is a hands-on execution role: the contractor owns logistics, vendor coordination, registration, and on-site operations so that channel leadership can focus on content, relationships, and business outcomes.

Event Portfolio (Representative)

Annual dealer / partner meeting (largest event; 100+ attendees)
Indirect Channel Advisory Council meetings (recurring cadence, multiple sites)
Regional partner events and roadshows across sales regions
Industry trade shows and conferences (booth logistics, staff scheduling, partner hospitality)
Sales kickoffs, QBR sessions, and in-person enablement / training workshops
Executive dinners, receptions, and partner hospitality functions

Key Responsibilities

Planning & Logistics

Source and evaluate venues, hotels, and meeting space; manage room blocks and F&B
Build and maintain the master event calendar, run-of-show, and production timelines
Coordinate AV, staging, signage, shipping, and on-site materials
Manage attendee travel logistics and ground transportation as needed

Vendor & Budget Management

Solicit bids, compare proposals, and recommend vendors
Route contracts through internal legal, procurement, and finance channels
Track budget vs. actuals per event; reconcile invoices and submit for approval
Maintain a vendor scorecard and preferred-supplier list

Registration & Attendee Experience

Build and manage registration sites, invitations, reminders, and attendee lists
Serve as the primary logistics point of contact for partner and dealer attendees
Manage dietary, accessibility, and special-request accommodations
Coordinate name badges, welcome kits, and giveaway/premium items

On-Site Execution

Lead on-site setup, staffing, and teardown
Manage the run-of-show in real time; troubleshoot issues as they arise
Coordinate speakers, presenters, and sponsor or exhibitor partners
Serve as the escalation point for venue and vendor issues during the event

Post-Event

Distribute and compile attendee surveys; deliver a post-event summary with metrics
Close out invoices and deliver final budget reconciliation
Maintain a lessons-learned file and reusable event playbook

Cross-Functional Coordination

Partner with channel marketing on collateral, branding, and promotional assets
Coordinate with regional channel managers on invitation lists and regional logistics
Support sponsorship and co-marketing fulfillment where partner funding is involved

Required Qualifications

5+ years coordinating corporate events, ideally B2B channel, dealer, distributor, or sales events
Demonstrated ownership of events at 100+ attendee scale, including multi-day agendas
Working knowledge of hotel and venue contracts, attrition clauses, and F&B minimums
Proficiency with event registration platforms (Cvent, Splash, Eventbrite, or similar)
Strong budget tracking and vendor management discipline
Proficiency with Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint)
Excellent written and verbal communication with partner-facing professionalism
Ability to travel and work non-standard hours during event windows

Preferred Qualifications

Experience supporting an indirect channel, dealer, or reseller community
Trade show and exhibit management experience
Familiarity with CRM and partner portal tools
CMP certification or equivalent
Experience in public safety, telecom, or regulated technology markets

Deliverables

Master event calendar, maintained and current
Per-event project plan, run-of-show, and budget tracker
Registration site and attendee reporting for each event
Post-event recap with attendance, survey results, and budget actuals
Reusable event playbook and vendor directory

Success Measures

Events delivered on time and within approved budget
Attendee satisfaction scores at or above target
Registration and attendance goals met per event
Zero critical on-site logistics failures
Reduced planning cycle time through documented, reusable process

Full-time contract employees are eligible for the following benefits:

Dental
Vision
Health
401K
Holiday Pay
Weekly Pay

We thank all candidates for their application, however only those that qualify will be contacted.

Pay: $40.00 - $50.00 per hour

Benefits:

401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance

Education:

High school or equivalent (Preferred)

Experience:

Vendor management: 3 years (Preferred)
Event Planning: 3 years (Preferred)
Budgeting: 3 years (Preferred)

Work Location: In person