Event Coordinator

New York City, New York
salary plus quarterly bonus
Jan 07, 2019
Metro Area
New York
Full Time

We are a weekly print publication with three daily e-newsletters focusing on policy, advocacy and business in New York. We put together over 50 policy and recognition events throughout the course of the year. We are looking to add to our growing team specifically to work on all of our events. Daily responsibilities will include:

  • Building and maintaining all attendee lists including speakers, sponsors, guests, media and others

    Create ticket registration webpage on ImpactFlow

    Create and maintain events webpage, updating it with the newest information in a timely manner, including updates to the agenda, adding sponsor logos and speaker photos.

    Help track and execute sponsorships by adding logos to website, Airtable, and checking that all materials are consistent 

    Creating name badges, speaker placards, reserved seating signs, exhibitor game cards, registration materials, etc.

    Assist on venue visits, make note of logistics and prepare applicable signage when necessary

    Coordinate outsourced events posters and program journals when necessary

    Facilitate events on-site including set-up, registration, award presentation, ensuring everything runs smoothly and assisting attendees with any questions or concerns.

    Send out reminder emails to all attendees before the event and follow up with attendees post-events, and responding to questions in between.

    Post event photos on Flickr page and City & State website

    Set up nomination forms for awards events

    Order engraved awards for applicable events

    Monitoring and ordering event supplies

    Shipping to and from event venues

    Assist in coordinating seating charts and exhibit maps

    Update attendee lists with contact information for NYN conferences

    Respond to inquiries from the RSVP and City & State Events emails

    Track attendance and send weekly RSVP report to management


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