Event Planning and Logistics Coordinator (Full-Time Contract)

We are seeking a detail-oriented and highly organized Event Planning and Logistics Coordinator to manage our growing suite of technical events next year, focused primarily on engaging software developers. This is a fast-paced role ideal for an entry level marketer or project manager with some experiencein event coordination, project management, or related event planning skills, who is eager to take ownership of logistical elements of our event calendar. This position requires exceptional simultaneous project management skills as you will be planning multiple events in parallel.

Key Responsibilities

• Venue and Vendor Management: Independently research, vet, contract, and manage relationships with venues, caterers, beverage suppliers, and A/V technicians. Ensure venues are well-suited for technical presentations and networking, focusing on reliable Wi-Fi, suitable power, and strong presentation setups.

• Logistics Coordination: Oversee all logistical elements, including scheduling, transportation, setup/teardown, permitting, and on-site event management. Research appropriate dates and locales to ensure we choose an effective event schedule.

• Marketing & Registration: Serve as the primary liaison with the Marketing team to set registration goals, develop promotional timelines, provide necessary event details, and monitor registration progress to ensure targets are met by a developer audience

• Risk Management: Proactively identify potential logistical challenges, particularly those related to A/V or internet requirements at venues, and develop contingency plans.

Requirements

• Experience:Entry Level – We are hoping to find someone who has experience planning engaging events for a developer-focused audience. Someone who has organized a hackathon or planned community events would be a good fit. No professional experience necessary.

• Project Management: Proven ability to manage multiple complex projects simultaneously with competing deadlines and shifting priorities.

• Audience Affinity: A strong interest in technology and the software development community is required. While you do not need to be a developer, you must be excited to work with this audience and understand their unique event needs (e.g., focus on content, compelling giveaways, and strong networking opportunities).

• Detail Orientation: Exceptional organizational skills and a meticulous attention to detail are non-negotiable.

• Communication: Excellent written and verbal communication skills, comfortable negotiating with vendors and collaborating with technical teams.

• Problem-Solving: A resourceful, proactive, and calm approach to resolving issues, especially those related to on-site technical logistics.

• Technical Proficiency: Proficiency with event management software (e.g., Luma, Eventbrite, etc.), project management tools, and Microsoft Office/Google Workspace.

• Travel: Ability to travel locally or regionally as needed for site visits and event execution.

• Strong preference for a contractor based in the United States, but open to applications from other geographies for a highly-skilled applicant.

Originally posted on Himalayas