Event Coordinator

Job Summary:

The Event Coordinator will have the responsibility of overseeing all aspects of event planning and management managing all events for the organization (internal & external), include meeting with clients to work out event details, plan with the client, scout and book locations, food, entertainment, staff and cleanup. The Event Coordinator also creates event proposals and presenting proposals to prospective clients.

A successful candidate will be extremely organized and be able to manage the logistics of multiple events simultaneously.

DUTIES AND RESPONSIBILITIES:

• Manage vendor relationships and contracts
• Responsible for vendor selection and vetting
• Review and negotiate best price contracts with event vendors and suppliers
• Present all contracts to EarthX for review and signature.
• Understand the complex needs of different events, and diverse clients.
• Plan event aspects, such as venue, seating, dining, and guest list.
• Position expo booths, sponsor activations, and all other key assets on venue maps for EarthX approval
• Responsible for Event design, production and implementation
• Schedule and manage event planning calls to guide the planning process forward with the EarthX Conference Program lead for each conference
• Develop working budget and maintain up-to-date budget reports for monthly report outs on the planning calls
• Develop master tracking database to collect speaker data including bios, Power Points, contact information and assist with travel booking
• Develop invitation letter, confirmation email and phone call follow up process
• Implement or collaborate ensure that vendors are implementing EarthX account coding system
• ·Ability to delegate event planning tasks to other staff members where necessary.
• ·Strong knowledge of venues and vendor offerings while taking clients on tours of venue possibilities.
• ·Coordinating event entertainment, including music, performers, and guest speakers.
• ·Attentive to the value of staying under budget while planning event specifications.
• ·Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable financial reports.
• ·Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors, and managing take-down.
• ·Communicating with marketing team to create effective advertisements for each event.
• ·Anticipating and planning for possible different scenarios.
• ·Creating sales opportunities for future events during client liaisons and during events.
• ·Furnish EarthX with final budget spreadsheet
• ·Draft “thank you” email letter and distribute to sponsors and speakers
• ·Manage budget closeout process with vendors
• ·Provide a complete wrap up report on EarthX provided format
• ·Strong communication skills and the ability to present event ideas and plans to client and vendors.

REQUIREMENTS AND QUALIFICATIONS:

• Bachelor’s degree or relevant experience.
• PMP Certification is a plus
• Degree in event planning or marketing preferred.
• Previous event planning experience.
• Team management Experience.
• Great interpersonal, negotiation, organization and management skills

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

EOE