Conference and Educator Events Coordinator

Epic Kids Inc.

2d•$43 - $50•Remote

About The Position

Epic Kids is hiring a hands-on, detail-driven Conference and Educator Events Coordinator to manage its growing conference calendar from contract through close-out. This is a temporary W2 position for six months, with the option to extend, requiring 35 to 40 hours per week. The role reports to the Educator Engagement Lead and is targeted to start in mid-November 2026. The coordinator will manage an annual calendar of 10 to 12 conferences, with several events in planning at the same time, and may travel to 2 to 4 shows per year for on-site support (about 10 to 15 percent). The position is remote and requires reliable overlap with Eastern and Pacific time zones. Responsibilities include end-to-end conference planning and logistics; booth design and educator experience; educator outreach and activation; lead capture and post-event follow-through; and project tracking and budget management. A typical show involves three days on the floor, a 10x10 or 10x20 booth, 2 to 3 Epic staff and 2 Fellows, a sponsored session, author signings, an Educator Box giveaway, and a lead target. Planning begins about 12 weeks before an event and wraps 30 days afterward, with the busiest period in the final six weeks. Since shows may be only a few weeks apart, two or three are typically in flight at once. Compensation is $43 to $50 per hour.

Requirements

3 to 5 years of end-to-end event, trade show, or conference operations experience in any industry.
Experience personally owning exhibitor kits, decorator orders, shipping, and on-site logistics.
Track record of meeting deadlines across several simultaneous events, supported by an organizational system such as Asana, Monday, Trello, or a spreadsheet.
Comfort communicating by phone and email with decorators, venues, publishers, hotels, and freight carriers, and writing concise status updates.
Careful handling of order forms, card authorizations, receipts, and budget reconciliation.
Ability to work remotely and independently, with reliable overlap with Eastern and Pacific time zones.
Ability to travel to 2 to 4 shows per year for on-site support, about 10 to 15 percent.

Nice To Haves

EdTech, K-12, or education conference experience, including ISTE, FETC, TCEA, NCTE, or state affiliates.
Experience sourcing booth displays, graphics, or signage, or working with a creative team on event materials.
Experience with lead retrieval and post-event lead workflows, including badge scanners, deduplication, and CRM or Iterable uploads.
Swag and print vendor management experience.
Comfort using AI tools such as Claude or ChatGPT in day-to-day work.

Responsibilities

Manage end-to-end conference operations across an annual calendar of 10 to 12 events, including booth logistics, shipping, vendor coordination, swag and giveaway procurement, and travel for staff and Epic Educator Fellows.
Track sponsorship deliverables and deadlines.
Research booth display and signage options, vendors, and costs, and coordinate booth look and materials with the creative team.
Design booth experiences and giveaways, such as the Educator Box, and coordinate recognition moments for the educator community.
Support first-time educator sign-ups and activations through on-site demos, hands-on experiences, and onboarding pathways.
Partner with marketing on pre-event outreach and post-event nurture to convert conference contacts into active users.
Own badge scan setup, contact deduplication, and CRM uploads.
Create post-event reports tracking reach, engagement quality, and new user metrics, and route contacts to follow-up sequences based on educator type and interest level.
Maintain conference timelines in Asana, track budgets against actuals, and reconcile expenses.
Research new event opportunities based on audience fit and potential educator reach.