Events Coordinator

APCO International•Daytona Beach, FL

3d•$40,000 - $50,000•Onsite

About The Position

The Events Coordinator will play an integral role in planning and executing APCO events while supporting sponsor fulfillment and attendee experience across the event portfolio. The Events Coordinator will work closely with the entire team and report to the Director of Events. This is an in-office position located in Daytona Beach, Florida. The following are general descriptions of the essential job tasks of the position. Other related tasks may be assigned as necessary and appropriate. You’ll have the opportunity to take ownership of assigned event programs from planning through onsite execution, while working closely with internal teams, sponsors, vendors, and attendees.

Requirements

Bachelor’s degree in Event Management or a related field and/or relevant experience in meeting planning, events, hospitality, association management, or a related field.
Strong organizational and project management skills with exceptional attention to detail.
Excellent verbal and written communication skills.
Ability to manage multiple projects, priorities, and deadlines in a fast-paced environment.
Strong interpersonal skills and the ability to build relationships with sponsors, vendors, attendees, volunteers, and colleagues.
Self-motivated, proactive, and comfortable working independently and as part of a team.
Proficiency with Microsoft Office and Outlook; experience with event management or association technology platforms preferred.
Strong problem-solving skills and the ability to remain calm under pressure.
Ability to work in a fast-paced convention environment, including extended periods on your feet and early mornings, evenings, and weekends during major events.
Ability and willingness to travel approximately 10-15% annually.

Nice To Haves

Internship, volunteer, or academic event-planning experience will be considered.
Familiarity with tradeshows, conferences, and/or association events preferred.
Cadmium, Asana, Maritz and/or Fonteva experience a plus.

Responsibilities

Oversees and manages, in conjunction with transportation provider, attendee transportation for the Annual Conference & Expo.
Manages the Annual Conference & Expo mobile app in coordination with the app provider, overseeing content, schedules, updates, notifications, and other event information to ensure a seamless attendee experience.
Manages Annual Conference & Expo housing in conjunction with APCO’s housing provider, including monitoring room blocks, assigning VIP reservations and handling special accommodations and requests.
Coordinates Annual Conference & Expo volunteers including updating online scheduling system and serve as main contact for conference host committee.
Coordinates speakers, serving as a primary point of contact for communications, deadlines, session materials and onsite needs.
Oversees deliverables for all sponsors and corporate partners. Monitors and tracks deliverables, follows-up on outstanding items, seeks sponsor approval and works with appropriate vendors to finalize.
Communicates sponsor logistics and deadlines for all events to sponsors. Requests and maintains all sponsor logos, web URL’s, graphics, etc. for signage, communications, and onsite implementation.
Obtains pricing on sponsored promotional items such as attendee bags, notebooks, etc.
Serves as main department contact for all customer service inquiries through [email protected].
Coordinates event materials, invitations, surveys, programs, meeting supplies, and shipments to ensure events are prepared and executed seamlessly.
Contributes creative ideas for event marketing campaigns, email communications, and social media while supporting the execution of the department’s marketing calendar.
Works closely with staff and vendors on various projects as assigned.
Performs related duties and responsibilities as required.