Event Logistics Coordinator

Event Logistics Coordinator

Job Type: Full-time
Reports To: Senior Director of Operations
Location: Salt Lake City, UT

About In The Event

In The Event (ITE) coordinates and executes events that bring people together. Our team relies on strong communication, teamwork, and thoughtful planning to ensure each event runs smoothly from the first delivery to final load-out.

We are looking for an organized, proactive Event Logistics Coordinator who enjoys solving problems, managing moving parts, and helping teams succeed in a fast-paced event environment.

Position Summary

The Event Logistics Coordinator is responsible for planning and coordinating the logistics of assigned events from pre-event preparation through load-in, event execution, strike, and load-out.

This role serves as the central point of coordination between Account Executives, Warehouse, Fleet, vendors, venues, and event crews. You will manage event logistics plans, transportation schedules, crew coordination, venue requirements, and event-day logistics to help ensure that people, equipment, and resources are where they need to be, when they need to be there.

The ideal candidate is detail-oriented, communicates clearly, anticipates potential challenges, and can manage multiple events and changing priorities without losing sight of the big picture.

Key ResponsibilitiesEvent Planning and Coordination

Develop and maintain detailed logistics plans and timelines for assigned events.
Review event scopes to identify logistical requirements, resource needs, and potential challenges.
Coordinate schedules from load-in through strike and load-out.
Establish clear responsibilities, deadlines, and communication expectations.
Identify potential issues early and help develop solutions before event day.

Transportation and Equipment Movement

Coordinate trucks, trailers, drivers, and transportation requirements.
Create delivery and pickup schedules and transportation routes as needed.
Coordinate equipment movement between ITE, vendors, venues, and other locations.
Arrange vehicle staging, parking, loading dock access, and delivery logistics.
Communicate transportation and equipment requirements to Warehouse leadership.

Crew and Labor Coordination

Coordinate crew schedules, call times, and event staffing logistics with Operations and Warehouse leadership.
Communicate reporting times, locations, parking, credentials, and site access information to event crews.
Coordinate freelance and specialty labor when needed.
Help manage labor and resources across overlapping events.
Communicate schedule changes and updates promptly.

Venue and Site Logistics

Serve as the primary ITE logistics contact for assigned venues.
Coordinate load-in and load-out windows, loading docks, freight elevators, parking, security, credentials, vendor check-in, and storage.
Confirm venue restrictions, access requirements, and union requirements when applicable.
Conduct or coordinate site walks as needed.
Identify venue-specific challenges and develop logistical solutions before event day.

Vendor and Rental Coordination

Coordinate delivery and pickup schedules with vendors and rental companies.
Confirm arrival times, locations, access requirements, and responsibilities.
Track rental equipment from pickup through return.
Coordinate specialty transportation, lifts, rigging support, trucking, and other outside logistical services.

Event-Day Logistics

Coordinate the arrival and movement of trucks, vendors, crews, and other event resources.
Monitor event progress against established logistics schedules.
Troubleshoot logistical issues and communicate changes or delays.
Coordinate strike and load-out logistics.
Help keep events moving while minimizing disruptions to other departments.

Communication and Documentation

Maintain clear communication between Account Executives, Production, Warehouse, Fleet, vendors, venues, and crews.
Maintain accurate event schedules and logistics documentation.
Participate in event planning and production meetings.
Ensure logistical decisions, changes, and updates are documented and communicated to the appropriate people.

Qualifications

Strong organizational, planning, and time-management skills.
Excellent written and verbal communication skills.
Ability to coordinate multiple projects, deadlines, and events simultaneously.
Strong problem-solving skills and the ability to adapt when plans change.
Ability to anticipate logistical challenges and take initiative to address them.
Comfortable coordinating with a variety of teams, vendors, venues, and event crews.
Ability to remain calm, professional, and organized in a fast-paced environment.
Strong attention to detail and follow-through.
Proficiency with common computer programs, email, calendars, and scheduling tools.
Event production, live events, event logistics, transportation coordination, warehouse operations, or project coordination experience is beneficial.

What Success Looks Like

Events have clear, complete, and accurate logistics plans.
Trucks, crews, vendors, and equipment arrive where they need to be on time.
Crews receive accurate information and know where and when to report.
Multiple events are coordinated effectively, even when schedules overlap.
Potential problems are identified and addressed before they disrupt an event.
Communication between departments is consistent and reliable.
Changes are handled with calm, organized problem-solving.

Important Role Expectations

The Event Logistics Coordinator owns the planning, scheduling, communication, and coordination of event resources. This position works closely with the Warehouse Logistics Manager, who is responsible for warehouse operations, physical equipment preparation, inventory, equipment maintenance, and vehicle readiness.

The coordinator is not expected to personally perform every task. The expectation is to coordinate the right people and resources so work is completed correctly and on time.

Work Environment

This position supports live events, which may require schedule flexibility outside standard business hours. Depending on event needs, work may include early mornings, evenings, weekends, and occasional holidays. The role may involve coordinating multiple events with overlapping timelines and responding to changing logistical needs.

How to Apply

If you enjoy organizing complex projects, solving problems, and helping teams deliver successful events, we’d love to hear from you. Please submit your resume and a brief overview of your relevant experience.

Pay: $20.00 - $32.00 per hour

Expected hours: 32.0 – 50.0 per week

Benefits:

401(k) matching
Dental insurance
Health insurance
Paid time off
Parental leave
Vision insurance

Work Location: In person