Special Events Planner

Turn5, Inc.•Paoli, PA

20h•Remote

About The Position

Turn5 is hiring a temporary, seasonal Special Events Coordinator to help plan and execute Auto Show Week, including an annual employee meeting and reception, a vendor dinner, and the throtl Throwdown automotive event. The role contributes to creative planning and event logistics, from developing themes and guest experiences to coordinating vendors, communications, setup, event-day operations, and post-event tasks. The events serve approximately 300 employees, 150 vendor partners, and nearly 8,000 attendees, respectively. The position runs from January 11, 2027, through May 28, 2027. It is primarily remote, with occasional in-office days at Turn5 headquarters in Paoli, Pennsylvania. During Auto Show Week and the days leading up to it, the coordinator is expected to work primarily in person at the office and event locations. Travel to the Auto Show venue in Mohnton, Pennsylvania, is required for some walkthroughs, planning, and setup. The coordinator will work with guidance from the events team and collaborate with internal departments and external vendors. Applicants must be available in person for all four scheduled Auto Show Week dates: April 29, April 30, May 1, and May 2, 2027, with May 2 serving as a rain date if needed. Availability for scheduled setup days and occasional venue visits beforehand is also required.

Requirements

Strong organization, communication, and interpersonal skills.
Ability to manage multiple priorities and stay calm in a fast-paced environment.
Willingness to take ownership of projects, ask questions, and follow through.
Detail-oriented, dependable, and collaborative.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to lift up to 30 pounds.
Reliable transportation to Turn5’s office in Paoli, Pennsylvania, and to event locations.
In-person availability for all four Auto Show Week dates: April 29, April 30, May 1, and May 2, 2027 (rain date if required).
Availability for scheduled setup days and occasional venue visits in the weeks leading up to the events.

Nice To Haves

Previous event planning, hospitality, marketing, or project coordination experience is preferred but not required.
Completion of one prior related internship is preferred.
Interest in event planning, marketing, hospitality, communications, or related work; students of all majors are welcome.
Creative thinker comfortable sharing ideas and opinions.

Responsibilities

Participate in creative brainstorms and help develop event themes, activities, and guest experiences.
Research ideas for décor, prizes, giveaways, employee gifts, and interactive activations.
Help select food and beverage options and provide input on event menus.
Assist with creative signage, displays, event materials, and communications.
Take ownership of assigned projects and help carry them from initial idea through event-day execution.
Participate in strategy and planning meetings, contribute ideas, and document decisions and next steps.
Research, evaluate, and help secure vendors for entertainment, décor, rentals, food, tents, security, and other event needs.
Communicate with Turn5 partners and vendors about event details, donations, and sponsorship opportunities.
Serve as a point of contact for hired vendors and help manage timelines, deliverables, and event-day expectations.
Collaborate with internal teams, including Marketing, Merchandising, Fulfillment, Customer Service, IT, Web Development, and Finance.
Help create operational plans and instruction sheets for event areas.
Maintain project checklists, track deadlines, and follow up with team members and vendors.
Support employee communications, registration, and travel coordination.
Help lead setup in the days leading up to Auto Show Week.
Coordinate logistics and provide hands-on support during events.
Help address unexpected challenges and adjust plans as needed.
Assist with post-event inventory, budget reconciliation, and expense reimbursements.