Description

Overall Responsibility: The Event Coordinator will help ensure positive attendee experience and engagement at all Trellance-related events. This individual will assist the Director, Meetings & Events, and the Event Manager in the research, coordination, and execution for all conferences, tradeshows, industry exhibitions, internal events, and client/prospect events. This position requires strong attention to detail, ability to multi-task on many projects simultaneously, organizational/time management skills, and the flexibility to work under constant change in a fast-pace environment.

ESSENTIAL FUNCTIONS:

• Assist in the planning and execution of all large conferences, internal meetings and events, league/industry tradeshows, and roadshows.
• Research and recommend offsite activities and dinners for client/prospect events, council meetings and board meetings across the US.
• Plan and coordinate all internal meeting F&B requirements, as needed.
• Research and recommend all event promotional items to include giveaways, attire, badges, etc.
• Maintain inventory of event supplies and giveaways.
• Organize and package all items needed for each event for transport/shipping to the venue.
• Develop the internal Load List for all items purchased/needed onsite. 
• Draft and distribute pre-event employee communications on internal event logistics.
• Develop/manage our event registration site (Bizzabo) and registration processes for the EDGE Tech Conference, and other events, as needed.
• Oversee onsite event registration and staff volunteer training (including Klik technology).
• Maintain and update the master rooming lists with the venue for all employees, stakeholders and VIPs.
• Assist with the development and distribution of the sponsor prospectus for the EDGE Tech Conference.
• Assist and support post-event analyses, including final attendance analytics, creating debrief materials and organizing post-mortem meetings with employee attendees (send post-event survey links to attendees, sponsors and employees).
• Assist in the creation of diagrams for our large events utilizing Social Tables as needed.
• Assist Director, Meetings & Events, and Event Manager with site inspections, onsite event support, and event logistics.
• All other projects as needed.

Requirements

KNOWLEDGE SKILLS & ABILITIES

POSITION REQUIREMENTS:

Minimum Education/Experience: Associates degree in hospitality or event management preferred plus a minimum of 2-3 years as an event coordinator in a corporate or specialty event planning environment.

Other Experience:

Experience working in Bizzabo and/or other registration platforms 

Experience in Asana or other project management software a plus

Experience in Social Tables diagramming software a plus

Previous use of Salesforce a plus

Experience in vendor contract review and negotiation

Understanding of F&B spreadsheets, ESGs, and BEOs

Strong communication skills and attention to detail

Take direction quickly and efficiently

Ability to lift up to 50 lbs

Able to stand for extended periods of time

Travel requirements up to 20%

* This role is based on a HYBRID schedule from Tampa, Florida.