Part Time Event Coordinator

Hours: 20 hours per week (10 in-office for collaboration and preparation)

Location: Draper, UT

We are seeking an organized and proactive Event Coordinator to manage and execute our participation in external events that drive engagement and pipeline for our B2B marketing initiatives. This role is primarily focused on planning events we attend, such as trade shows, conferences, and speaking engagements, though it may evolve to include hosted events in the future. You will play a key role in ensuring these events are impactful and align with our strategic goals, while working closely with the Marketing VP to prioritize opportunities against budget and ROI expectations.

Event Planning & Coordination

• Maintain a comprehensive event calendar, ensuring all timelines, deadlines, and deliverables are met.
• Organize and document event details, including budgets, logistics, promotional strategies, and post-event reporting.
• Serve as the primary point of contact for external events and speaking engagements, managing communications with event organizers and vendors.
• Coordinate booth setup, promotional materials, and event activities in collaboration with the marketing team.

Speaking Engagements

• Manage the logistics of speaking engagements for company leaders, including travel, presentation materials, and coordination with event organizers.
• Work with the leadership team to ensure alignment on messaging and goals for speaking opportunities.

Event Opportunity Management

• Monitor industry events and speaking opportunities, staying informed about new and relevant options for company participation.
• Communicate with sales and partners to gather event suggestions or requests and manage them against the event budget.
• Work with the Marketing VP to prioritize event participation based on strategic goals and ROI potential.

Travel & Logistics Coordination

• Plan and book travel, lodging, and other necessary arrangements for event attendees and speakers.
• Ensure materials, equipment, and giveaways are ordered, prepared, packed, and shipped on time.

Budgeting & ROI Analysis

• Track event expenses and maintain budget documentation.
• Analyze and report event ROI, including leads generated and sales pipeline impact.

Team Collaboration

• Rally and coordinate event attendees, ensuring alignment on responsibilities and schedules.
• Communicate with attendees' managers for pre-event preparation and approvals.
• Work closely with the marketing team to align event promotions, social media campaigns, and content distribution strategies.

Post-Event Follow-Up

• Gather attendee feedback and compile post-event reports with metrics, lessons learned, and recommendations.
• Collaborate with sales to track lead follow-up and conversion.
  

• Ensure all event branding aligns with company standards.
• Conduct venue research and negotiate vendor contracts.
• Maintain a database of event contacts, vendors, and suppliers for future reference.
• Stay updated on industry trends to suggest new event ideas or enhancements.
  

• Proven experience in event planning or coordination (B2B experience preferred).
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple projects simultaneously and adapt to changing priorities.
• Familiarity with CRM platforms (e.g., HubSpot, Salesforce) is a plus.
• Excellent communication and interpersonal skills.
  

• Flexibility with part-time hours and hybrid work arrangements.
• Opportunity to contribute to high-impact marketing initiatives.
• Be a key player in creating impactful external event experiences for a growing B2B company.