Event Coordinator

Job Opportunity: Part-time Event Coordinator

Location: Jupiter, FL (In-person)

Company: Relevant Marketing & Events

About Us:

At Relevant, we believe in the power of events to connect people, spark innovation, and create unforgettable experiences. As a leading event management & marketing company, we specialize in bringing visions to life, orchestrating seamless events that leave a lasting impact. From corporate gatherings to social celebrations, we are dedicated to delivering excellence at every step of the event journey.

Position: Part-time Event Coordinator

Job Description:

As an events coordinator at Relevant Marketing & Events, you'll be at the heart of our mission, playing a pivotal role in organizing and executing various types of events with precision and creativity. From conception to completion, you'll ensure that every detail is carefully planned and flawlessly executed, leaving a lasting impression on our clients and attendees alike.

Primary Duties and Responsibilities:

Event Planning: Collaborating with clients to understand their requirements, goals, and vision for the event. This involves determining event objectives, themes, budgets, timelines, and logistics.

Venue Selection and Management: Researching, visiting, and selecting suitable event venues based on client needs, budget constraints, and capacity requirements, negotiating contracts, and managing venue bookings, including setup, layout, and cleanup coordination.

Supplier and Vendor Coordination: Identifying and securing necessary services and suppliers such as caterers, decorators, audio-visual technicians, photographers, and entertainers. Negotiating contracts, managing vendor relationships, and ensuring all suppliers deliver as per agreements.

Logistics Management: Overseeing all logistical aspects of the event, including transportation, equipment rentals, signage, permits, and security arrangements. Ensure all necessary resources are in place and coordinate their timely arrival and setup.

Budget Management: Developing event budgets in consultation with clients or stakeholders and ensuring all expenses stay within budgetary constraints. Tracking expenses, negotiating cost-effective solutions, and providing regular financial updates.

Event Promotion and Marketing: Collaborating with marketing teams to develop promotional strategies and materials to attract attendees and utilizing various marketing channels such as social media, email campaigns, press releases, and advertising to generate interest and maximize event attendance. (Graphic design and content creation is a plus!)

Registration and Attendee Management: Setting up registration processes and platforms for attendees, managing RSVPs, ticket sales, and attendee databases. Providing information to attendees, coordinating check-in procedures, and addressing any inquiries or issues.

Program Development and Execution: Developing event agendas, schedules, and timelines in collaboration with clients, speakers, and performers. Ensuring that all program elements run smoothly and according to plan, making adjustments as necessary.

On-Site Event Management: Overseeing all on-site event operations, including setup, coordination of activities, managing staff and volunteers, troubleshooting any issues or emergencies, and ensuring a positive attendee experience.

Post-Event Evaluation and Analysis: Conducting post-event evaluations to assess the event's success against established objectives and gathering feedback from clients, attendees, and stakeholders to identify areas for improvement and lessons learned for future events.

Documentation and Reporting: Maintaining detailed records of all event-related activities, expenses, contracts, and communications. Generating post-event reports summarizing key metrics, outcomes, and recommendations for future events.

Qualifications:

• Strong organizational, communication, and problem-solving skills.
• Ability to work effectively under pressure and manage multiple tasks simultaneously.
• Adaptability, attention to detail, and creativity.
• Passion for creating memorable experiences.

How to Apply:

If you're ready to join a dynamic team dedicated to excellence in event management, we'd love to hear from you. Please submit your resume to mollie@itsallrelevant.com and a cover letter outlining your relevant experience and why you're the perfect fit for this role.

Note: This is a part-time position based in Jupiter, FL. Only candidates able to work in-person will be considered.

Relevant is an equal opportunity employer committed to diversity and inclusion. We celebrate diversity and are committed to creating an inclusive environment for all employees.