Event Coordinator- External Conferences

About the Company

Eight Eleven and our Family of Companies are seeking a detail-oriented and dynamic Event Coordinator to oversee the planning, coordination, and execution of tradeshows and external client events for all our brands. This individual will be responsible for ensuring seamless event operations, from initial concept through post-event analysis. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a passion for delivering exceptional event experiences that align with client objectives.

About the Role

Event Planning & Strategy

• Collaborate with each company stakeholders to understand event objectives, target audience, and branding requirements for each conference.
• Develop comprehensive event plans, including timelines, budgets, and resource allocations.
• Identify appropriate venues, manage vendor relationships, and negotiate contracts for event space for happy hours, parties or private dinner accommodations as well as hotel block contracts.
• Partner with Marketing team for all event marketing items, including but not limited to: communicating sponsorships and attendance via social and direct marketing, managing RSVP lists for client events, swag items & branding material.
• Research competitor participation in events including trade shows, conferences, vendor/integrator meetings, etc.
• Evaluate the success of events through post-event reporting, client feedback, and performance metrics
• Track budgets for events and report to stakeholders and exec team for future metrics and analysis

Tradeshow Coordination

• Coordinate participation in industry tradeshows, including badge purchasing, logistics, and attendance internally & externally.
• Manage exhibit preparation & purchasing of design, layout & branding.
• Ensure all materials, promotional items, and marketing collateral are prepared and delivered on time.
• Track and report on lead generation and other performance metrics from tradeshow participation.
• Communicate with external stakeholders, including event organizers, vendors, and partners, to ensure smooth execution.
• On-site management, will oversee event setup and execution, ensuring that all logistics run according to plan.
• Troubleshoot any issues or challenges that arise during the event and resolve them promptly to ensure a smooth experience.

Qualifications

Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field (preferred). 0 - 2 years’ experience working in event planning, meeting planning and/or marketing.

• Extremely passionate about the corporate events industry and desire to grow with the company.
• Strong project management skills and the ability to handle multiple tasks and deadlines.
• Excellent communication and interpersonal skills, with the ability to build and maintain relationships with vendors and internal teams as well as ability to work both independently and as part of a team
• Ability to think creatively and problem-solve in fast-paced environments.
• Ability to travel as needed for on-site event coordination.
• Knowledge of industry trends, event technologies, and marketing strategies.
• A customer-first mindset with the ability to anticipate client needs.
• Based out of Indianapolis, Indiana

Pay range and compensation package

Competitive salary based on experience.

Equal Opportunity Statement

Eight Eleven Group providesequal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.