Event Coordinator

Our Mission

Position Summary

Plans and coordinates event programs and logistics for League and affiliate events as assigned. Serves as an active, contributing member of the League’s Engagement and Learning Department. As part of the Events team, ensures that city officials and staff have access to convenient, practical, accessible, inexpensive training to help them be effective in their public roles.

Essential Job Duties

· Research meeting sites and select venues according to event requirements.

· Negotiate and execute contracts with service providers, meeting venues, hotels, caterers, and other vendors.

· Manage event logistics, including food and beverage functions, audio-visual equipment, venue room assignments, staff hotel arrangements, etc.

· Lead event planning and post-event debriefing meetings for assigned events.

· Produce event documents to track event-related details and share information with all involved parties.

· Review and approve pre-event orders from meeting vendors, manage vendor relationships, and process payments to vendors.

· Coordinate event registration, including creating registration products, printing name badges, preparing onsite registration information, invoicing onsite registrants, and cancelling/updating orders.

· Communicate travel and lodging arrangements with presenters and staff.

· Schedule and coordinate on-site event volunteers, including registrars and program support staff.

· Oversee on-site execution of event logistics. Includes overnight travel.

· Coordinate program development for affiliate events in collaboration with the Events Manager

· Coordinate planning meetings to identify content, materials, and presenters;

· Coordinate the collection and preparation of presentation materials;

· Confirm presenter arrangements, including room set-up preferences and audiovisual needs;

· Work with marketing staff to assemble event information for the website and review marketing materials; and

· Compile post-event attendance and evaluation summaries.

· Respond to member inquiries about events and workshops, training materials, and related resources.

· Collaborate with multiple departments, including Technology Services, Finance and Office Services on audiovisual needs, registration processing, event materials, and marketing and promotions.

· Assist the Engagement Manager, Education Manager, and Deputy Director with other projects as requested.

· Provide back-up assistance to Engagement and Learning team members as needed.

Examples of Performance Criteria

· Works independently to successfully complete multiple work assignments relative to quantity, quality, and timeliness of work.

· Deals effectively and courteously with staff and the public in a manner which portrays a favorable image of the League and which maximizes interdepartmental cooperation and teamwork.

· Demonstrates ability to manage the logistics of multiple events simultaneously and effectively meet tight deadline demands.

· Shows good judgment in making appropriate decisions, often under deadline pressure.

· Plans events within budgeted guidelines while prioritizing items that will maximize the event’s success.

· Maximizes use of Aptify for League events and works effectively with Technology Services and Finance to enter and maintain conference products.

· Demonstrates ability to develop systems and processes to organize tasks.

· Meets or exceeds League Empowerment and Performance Program results/timelines and other department performance measures.

Core Qualifications

· Associate degree in Conference Planning or related field AND at least 3 years of experience with event coordination, budgeting, and meeting logistics.

· Strong project management experience.

· Strong interpersonal skills, including the ability to communicate effectively both orally and in writing.

· Demonstrated proficiency in using computer technology, including word processing, data management, and other event planning software.

· Must be available for in-state travel.

· May be required to work occasional evenings and weekends.

Desirable Qualifications

· Experience working in local government.

· Knowledge of legal documents and forms helpful (e.g. contracts and agreements) including hotel attrition clauses.

· Demonstrated negotiation skills.

Extent of Supervision or Guidance Provided/Supervision of Others

Works independently with direction and guidance from the Events Manager.

No formal supervision of others.

In-Person and Interactive Skills

Requires teamwork and relationship building with staff in other League departments which will include a substantial number of in-person meetings.

Responsibility for Public Contact

High level of contact with elected and appointed officials, League staff, and the public requiring extreme tact, courtesy and professionalism.