What are the responsibilities and job description for the Event Coordinator position at APPA: Leadership in Educational Facilities?
Job Summary
APPA – Leadership in Educational Facilities seeks a highly organized and proactive Event Coordinator to lead the planning, execution, and management of APPA’s conferences, meetings, and events. This individual will work closely with the Director of Event Management and VP of Professional Development to provide logistical and strategic support, with substantial autonomy in planning processes, vendor negotiations, budgeting, and program delivery.
This position is classified as exempt and requires the ability to make independent decisions that directly impact APPA’s member engagement and event outcomes.
Key Responsibilities
• Lead planning and execution of APPA’s in-person, virtual, and hybrid events, including annual conferences, regional meetings, webinars, and specialized programs.
• Develop and manage event strategies to align with organizational goals, enhance member experience, and drive engagement.
• Exercise independent judgment in selecting venues, negotiating contracts, and managing vendor relationships.
• Own and manage event budgets and provide strategic recommendations for cost savings and ROI improvements.
• Analyze registration trends, attendee data, and engagement metrics to inform programming, marketing, and logistics decisions.
• Identify, evaluate, and recommend new platforms, tools, or partners that improve event operations or participant experiences.
• Coordinate with internal departments and external stakeholders to develop event themes, session formats, and speaker lineups that align with industry needs and APPA’s mission.
• Ensure compliance with contractual, legal, and insurance requirements for venues, vendors, and event activities.
• Supervise and delegate to support staff, contractors, or volunteers involved in event execution.
• Develop and maintain standard operating procedures (SOPs) for event planning, logistics, and evaluation to ensure consistency and continuous improvement.
• Provide post-event analysis, performance reports, and recommendations for strategic enhancements.
Preferred Qualifications
• 3 years of experience in strategic event management or conference production, preferably within an association or nonprofit setting.
• Demonstrated ability to make independent decisions that impact event strategy, attendee experience, and financial outcomes.
• Experience managing event budgets, contracts, and vendor negotiations.
• Proven success in leading cross-functional planning efforts and developing event frameworks and themes.
• Familiarity with continuing education, professional development, or programming for educational institutions is a plus.
