Event Coordinator

It's been five years since the outdoor industry has seen a central gathering, where anyone and everyone related to the outdoor business could meet up at a massive tradeshow. Sometimes we wish we could relive those glory days, but the reality is that our industry's needs have changed. In 2024, that change became crystal clear when an unprecedented gathering of the industry's leaders chose Outdoor Media Summit as their meeting ground. Through meticulously curated content, top notch speakers, strategic invitations, and hands-on product demos, we've created the hyper productive experience our industry now demands.

We're hiring an event coordinator to help us build Outdoor Media Summit as the conference for marketing folks at brands and editors in the media. We're looking for someone who is excited about this vision. Ideally this person is based in Northwest Arkansas but that is not a requirement. Either way the position is semi-remote.

We also help put on other niche events in the outdoor industry including Arkansas’s outdoor recreation leadership conference, and have dreams of putting on other events as well.

Here’s who we’re looking for:

Must Have Hard skills

• Event planning experience
• Experience working with event related vendors
• Basic marketing skills and experience with G Suite, WordPress, Google Drive, DropBox, Slack

Nice to Have Hard Skills

• Proven track record of successfully planning conferences or conventions.
• Experience with CVENT
• Experience in the outdoor industry, or in PR or media/journalism
• Basic graphic design
• Advanced marketing skills (mail merge, LinkedIn ads, social media strategy etc.)

Soft Skills

• Specific attitude related traits (see below)
• VERY fast (types fast, navigates spreadsheets quickly, responds to emails quickly)
• VERY organized
• Takes initiative and solves problems with little, no, or confusing direction (we’re not that bad but it does happen!)
• Can manage their own time, doesn’t need constant follow up, updates team on progress
• Enthusiastic about outdoor activities and the outdoor industry a plus but not necessary

Key Responsibilities

Content (we have another person on the team who you'd share these responsibilities with)

• Recruit breakout session speakers and keynotes from top outdoor brands and media outlets
• Onboard speakers and let them know what Slides format, room layout, etc.

Operations (this is mostly you)

• Oversee all event logistics including registration, meals, keynotes, breakouts, group activities, etc.
• Manage vendors including decorator, F&B vendors, pipe and drape vendors, etc.
• Manage attendee lists including rooming list, food sensitivities, etc.
• Co-manage event staff, volunteers, and contractors.
• Printing of programs, badges, awards, on location signage etc.
• Work with AV lead and support keynote slide content, award winners, etc.

Marketing (this is mostly you but we have someone on the team who can help)

• Social media
• Email via mail merge
• PR outreach
• Website updates via WordPress and various plugins
• Weekly tracking of metrics including attendee registrations, sponsor revenue, etc.

Sales (we have another person on the team who you'd share these responsibilities with)

• 99% of this is handled by someone else but occasionally needs marketing help

Attributes

The single most important thing we're looking for, other than proven event experience / success, is attitude. This is hard to spot in an interview so we're asking you as the applicant, to self vet yourself. Events are stressful and the job won't work out long term if you don't have these attributes. If this doesn't sound like you, please don't apply.

• Can stay positive in a stressful event environment
• Does not get annoyed easily / is not sensitive / has thick skin / does not get easily offended, even during disagreements or conflict
• Is able to stay positive and supportive in situations where you may not agree with the final decision
• Does not gossip / talk bad about others but instead, speaks positively of others

Education

• Degree is less important than proven event experience
• That said, Bachelor’s degree in Event Management, Marketing, Communications, or a related field is a plus

In order of importance

• Proven event experience / success
• Attitude
• Proven ability to take initiative and proactively solve problems
• Speed
• Organization

Compensation and Benefits

• $60k
• Health insurance available via Blue Cross Blue Shield Silver 2000 Plan.
• "Unlimited PTO Policy"
• Flexible working hours and remote work options.
• Opportunity to work with a dynamic, passionate team in the outdoor industry.

To Apply: Interested candidates should submit a resume to Yoon Kim at yoon@outdoormediasummit.com