Freelance In-Person Event Specialist - Indianapolis, IN

Visit.org•Indianapolis, IN

3d•Onsite

About The Position

Visit.org is seeking an experienced, responsible, and driven Freelance Event Specialist based in Indianapolis, Indiana, to manage logistics for in-person events. The role provides day-of support for team-building and social impact activities, experiences, and events. Visit.org coordinates event details, ships materials, and arranges staffing; the specialist serves as the on-the-ground representative and problem solver. The specialist participates in virtual planning meetings, takes ownership of event setup and teardown, coordinates with onsite partners and staff, manages guest check-in, and works to deliver a high-quality customer experience. They communicate updates and event media to the Events Team, escalate issues as needed, and help return event materials to the distribution center. This is an on-location, per-event contract role open only to candidates already based in Indianapolis. It requires schedule flexibility, including nights and weekends as needed, and travel within the local region. Candidates must be able to lift, slide, and carry up to 30 pounds and stand for extended periods.

Requirements

Fluency in English and strong communication skills.
Must already be based in Indianapolis, Indiana.
Availability to work on a contract, per-event basis as needed, with flexible hours including nights and weekends as needed.
Experience with complex, large-scale events and smaller executive-level events.
Demonstrated ability to execute events at a high level and improve event content and customer experience.
Resourcefulness, composure under pressure, and a solutions-minded approach to ambiguous situations.
Ability to think quickly and solve problems on the fly.
Self-starter who is organized and detail-oriented.
Enjoys building customer relationships and providing customer service.
Experience with group facilitation and managing group dynamics.
Willingness to travel to various areas of the local region.
Strong interpersonal and customer service skills, particularly in fast-paced situations.
Ability to take on varied tasks and projects and interact comfortably with large crowds.
Able to lift, slide, and carry up to 30 pounds.
Able to stand for extended periods.

Responsibilities

Join virtual planning meetings with the corporate partner, nonprofit partner, Visit.org event host, and event coordinators.
Take ownership of in-person events by setting up, aligning with the onsite team, tearing down, cleaning site areas, problem-solving, and ensuring a high-quality customer experience.
Represent Visit.org and act as a leader and problem solver at events.
Align roles and responsibilities with the event host, nonprofit organization, venue, additional staff, and corporate partner.
Manage the event check-in process and provide guests with a warm, friendly welcome.
Address issues such as missing supplies, late staff, and technology challenges.
Escalate issues to the Events Team when necessary.
Send consistent updates, photos, and videos to the Events Team throughout events.
Break down events, help clean the site, and repackage and ship materials back to the distribution center.
Pack supplies, add shipping labels, and load boxes as needed.