Event Coordinator

Ewald Consulting, a leading Association Management Company, is looking for a driven, organized Event Coordinator to assist our state, national, and international clients in producing and executing successful events. We are looking for difference makers who will help Ewald Consulting fulfill its mission: Serving at the intersection of business, government, and society to improve industries and professions.

Position Purpose

Ewald Consulting plans over 200 conferences, events, and professional development programs each year. The Event Coordinator plays a key support role to our Director and team of Event Managers, helping clients achieve their event-related goals. The Event Coordinator serves our association management clients through the logistics, planning and support they provide to the Events team.  

Position Description

Roles and Responsibilities

The Event Coordinator’s daily activities support the event planning and execution for several of our client’s events. This includes, but is not limited to, budget management, contract negotiations, facility site selection, event logistics, facility site management, and virtual technology management. The Event Coordinator will achieve their client’s event-related goals through a combination of their own work as well as coordination of tasks with other departments and client volunteer committees. This position requires attention to detail, efficiency, and adaptation to changes.

Client Relations

• Represent Ewald Consulting and the client organization to various client constituents – committees, members, volunteers, potential members
• Prioritize client interests in all event planning decisions
• Consult with clients using a strategic approach to determine the purpose and objectives for all events
• Assess client needs and desires for consideration in event planning
• Work directly with client members and volunteers to develop and finalize event formats, virtual technology, agendas, topics, speakers, exhibit halls, and entertainment. This includes planning, attending, and taking minutes for event committee meetings as needed

 Project Management

• Track and manage all logistical details using our internal project management software
• Manage all aspects of assigned client in-person or virtual events, meetings, workshops and/or conferences

Vendor Management and Relations

• Manage the Request for Proposals (RFPs) process and conduct site visits for conferences.
• Manage vendor contracts to secure the best possible value for our clients

Event Coordination and Preparation

• Manage the ordering of supplies such as bags, lanyards, ribbons, name badges, etc. Get quotes for supplies to ensure client is getting the best pricing coupled with quality
• Solicit quotes from various vendors on services such as transportation, speakers, entertainment, audio/visual, printing, etc.
• Coordinate packing and shipping for all supplies needed onsite. Manage packing list template and client specific lists to ensure a positive onsite experience
• Enter bulk registrations
• Manage registration onsite (can be handled by flex staff on smaller events)
• Order awards for events as necessary

Speaker Coordination

• Manage speaker confirmation process which includes: sending speaker confirmation letters, collecting speaker bios and presentation information, gathering presentations, speaker travel needs, speaker virtual tech sessions, etc. Create and manage speaker resource page, as necessary.
• Manage the speaker proposal process by compiling submissions and preparing them for client review
• Manage communication process related to speaker confirmations including fielding questions, sending reminders, and tracking information received/not received
• Work directly with internal Communication department to prepare the above information for event-related communication materials
• Prepare information kits for onsite session hosts
• Order speaker or other volunteer gifts as necessary

Exhibitor and Sponsor Coordination

• Manage exhibitor confirmation process, including sending confirmation letters, collecting representative names, preparing exhibitor kits for onsite information, and coordinating virtual tech sessions, etc. Create and manage exhibitor and sponsor resource page, as necessary.
• Manage communication process related to exhibitor confirmations, including fielding questions, sending reminders, and tracking information received/not received
• Manage fulfillment of sponsorship benefits, including collecting company logos and advertisements for printed pieces, confirming podium time, ordering special products (lanyards, bags, key cards), and booth/table assignments
• Order onsite prizes as necessary

Budget Management

• Work with the Event Manager and client Account Executive to forecast, manage, and reconcile the event budget to ensure it is integrated into the overall budget of the organization
• Track and manages event finances monthly and reports any concerns with attendance and budget
• Provide post-event cost-benefit analysis and event improvement recommendations
• Reconcile budget to actual at conclusion of events

Communications and Reporting

• Assist with proofing marketing and communication materials for events (i.e.: registration website and brochures, emails and sponsorship prospectus, virtual platforms)
• Prepare and distribute weekly reports as defined by the client, including, attendee, speaker, exhibitor and sponsor registration, virtual platform participation, and final reporting
• Collection and summarization of conference evaluation results
• Handle general event questions from clients and other staff as needed

Required Qualifications and Education

Bachelor's degree in Event Management, Hospitality, Marketing, General Business, or related field

1-3 years of experience in event coordination or a related field

1-3 years of experience in a client-service related role 

Excellent customer service presence and mindset

Strong organizational and interpersonal skills

Ability to multi-task in a fast-paced working environment

General knowledge of Microsoft Office suite with a proficiency in MS Word and Excel

Preferred Knowledge and Skills

Ability to seek out process issues and propose new ways of doing work

Desire to work in an environment with great variety daily

A team-player mentality with a focus on providing an array of support to the Event Management team

Flexible, patient, and calm working demeanor

Experience with virtual events a plus, but not required

Working Conditions and Environment

Travel is required (25% or less)

Primarily a general office environment, but onsite hosting of events and conferences 

Willingness to work evenings and weekends as client events require

Ability to lift and carry items for an event. Items generally weigh less than 50 lbs.

Compensation: The pay range for this position is $40,000 to $55,000, depending on experience. Ewald Consulting has a generous benefits package including health care, dental, vision, paid time off, 401K, an employee assistance program, paid professional development, paid parental leave, a hybrid working environment, and other benefits.

If you are a dedicated professional who enjoys working in a collaborative, client-focused environment, we encourage you to apply. This is a unique opportunity to contribute to a growing company while making a meaningful impact on the industries and professions we serve. Be part of a collaborative and innovative team at Ewald Consulting, where your skills and passion for events will make a real impact. We look forward to reviewing your application!