Event Coordinator, Management

Position SummaryReports To: President & CEO / Director of OperationsStatus: Full-TimeThe Event Coordinator is responsible for the strategic planning, coordination, and execution of Chamber of Commerce events that advance member engagement, sponsorship value, and organizational objectives. This position carries significant ownership and accountability for event outcomes, including venue selection, RFP management, committee coordination, sponsorship fulfillment, budgeting, and on-site execution.This role blends hands-on event execution with committee and volunteer leadership, requiring strong organizational skills, sound judgment, and the ability to manage multiple priorities simultaneously. The Event Coordinator works closely with Chamber committees, volunteers, members, sponsors, and staff to deliver professional, inclusive, and impactful events.Core ResponsibilitiesPlan and execute a comprehensive calendar of Chamber events, including networking programs, luncheons, workshops, signature events, and special initiatives.Work with committees to identify and secure event topics, speakers, panelists, and moderators that align with Chamber goals and member interests.Collaborate with committees to develop event timelines, agendas, and run-of-show documents.Confirm all event details including venue, speakers, schedules, vendors, and logistics in advance of each event.Venue Sourcing, RFPs & Contract CoordinationDevelop and issue Requests for Proposals (RFPs) for event venues, hosts, and vendors as needed.Solicit, review, and evaluate proposals based on cost, capacity, amenities, location, and alignment with Chamber goals.Make professional recommendations to leadership regarding event locations, hosts, and vendors.Secures final bids and assist leadership with contract coordination and execution, ensuring alignment with approved budgets and event requirements.Confirms event space details, layouts, audiovisual needs, and logistical requirements prior to events.Committee & Volunteer ManagementManage multiple event-related committees, including scheduling and facilitating planning meetings.Prepare meeting agendas, take detailed notes, track action items, and ensure consistent follow-up on assigned tasks.Recruit, engage, and coordinate volunteers to support event planning and on-site execution.Empower volunteers by clearly defining roles, responsibilities, and timelines.Foster a welcoming, inclusive environment that encourages member involvement and volunteerism.Provide recognition and appreciation for volunteers, committee members, sponsors, and top-tier members.Sponsorship & Member EngagementSupport event-related sponsorship development in collaboration with leadership and membership staff.Ensure all sponsorship and member benefits are executed accurately and professionally.Confirm sponsor recognition before, during, and after events, including signage, verbal recognition, and promotional placement.Build and maintain strong relationships with members to support engagement, retention, and volunteer participation.Marketing & Promotion CoordinationWork closely with the Director of Marketing to ensure all event promotions, updates, and timelines are communicated effectively.Provide timely event details, changes, and confirmations to support newsletters, social media, and digital promotion.Ensure speaker/panelist information, agendas, and sponsor recognition details are finalized for marketing use.Event Operations & LogisticsEnsure all event materials, signage, supplies, and equipment are organized, packed, and ready prior to each event.Assist with event setup and teardown, including the ability to lift and carry materials up to 50 pounds, in accordance with applicable law.Serve as on-site lead during events, coordinating volunteers, vendors, speakers, and logistics.Proactively troubleshoot issues to ensure a seamless event experience.Budget & ReportingDevelop and manage event budgets, track expenses and financial commitments.Collect attendance data, sponsorship metrics, and post-event feedback.Assist with reporting event outcomes and recommendations for improvement.Typical work week is 40 hours, including…