What are the responsibilities and job description for the Part-time Event Contractor position at CallRail?
The Position
CallRail is seeking a highly organized, detail-oriented, and creative Part-time Event Contractor to manage various aspects of event planning and execution for CallRail events. This is an excellent opportunity for someone with event management experience who thrives in a dynamic, fast-paced environment and wants to contribute to the success of our tradeshow programming. This role requires the ability to travel to up to 5 U.S.-based tradeshows in the 2025 calendar year, strong communication skills, and the potential to work both independently and collaboratively with internal and external stakeholders.
What You'll Do
Tradeshow Planning & Coordination :
Work closely with the internal Marketing team to plan and execute a calendar of tradeshows and industry events.
Assist with booth design, and the logistics of event setup, breakdown, and operations.
Research and secure event venues based on requirements and budget.
Manage event timelines, tracking milestones and ensuring all deadlines are met.
Coordinate travel, accommodation, and logistical arrangements for internal staff attending events.
Manage booth staffing schedules, ensuring adequate coverage for all event days.
Serve as the central point of communication for event details, updates, and deadlines.
Set up and provision event tickets for all attendees.
Vendor & Supplier Management :
Work with vendors, contractors, and suppliers to secure necessary equipment, materials, and services (e.g., booth design, shipping, signage, and promotional materials).
Handle all logistics related to shipping and receiving booth materials and collateral.
Negotiate contracts and manage relationships with event organizers, venues, and third-party vendors.
Booth & Brand Execution :
Ensure the booth is set up according to brand guidelines, with visually compelling materials that reflect CallRail’s identity and messaging.
Ensure that all branding, promotional materials, and giveaways are delivered on time and to the event location.
Support the execution of any special events, such as sponsored happy hours or speaking engagements, associated with tradeshows.
Onsite Event Execution :
Oversee day-to-day activities on the tradeshow floor, ensuring smooth operation of the booth, including monitoring booth traffic, ensuring staff are prepared, swag stock replenishment, and troubleshooting any issues such as lead scanning issues.
Coordinate and assist with booth teardown and shipping of materials post-event.
Serve as the central point of communication for event details, updates, and deadlines.
Communicate effectively with vendors, staff, and attendees to ensure all parties are aligned.
Desired Skills and Experience
Local to Atlanta, GA
Proven experience in event planning, project management, and onsite event coordination.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to work under pressure and solve problems in real-time.
Familiarity with lead scanning tools and event management software.
Must having the ability to come onsite to CallRail HQ in Atlanta, GA as needed
Must be able to travel to up to 5 tradeshows in the 2025 calendar year, including travel to San Francisco, Sept. 2-5
Experience in SaaS or tech industry events.
Knowledge of vendor negotiation and venue sourcing.
Ability to manage multiple events simultaneously.
Compensation
Competitive hourly rate based on experience.
Estimating an average of 50-60 hours / month through end of October 2025
Travel expenses covered for all required events, including airfare, hotels, and meals.
How to Apply
Send your resume to jennifer.keepes@callrail.com with "CallRail Event Contractor" in the subject. Please send resume attachments in PDF format.
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