Job Overview

Role summary
You are the on-the-ground coordinator who connects the Event Manager’s plan to the venue, vendors, staff, and real-time site conditions. You do not own the overall event strategy or stakeholder management. You coordinate beforehand,ensure people show up, know what to do, stay on schedule, and that issues are communicated and resolved quickly.
Reporting
You report to the Event Manager assigned to each major event. For smaller events, you may report directly to the Director or Producer.
Key responsibilities
Pre-event coordination

  • Attend planning calls as needed to understand the event plan, schedule, site layout, and staffing plan
  • Coordinate vendor confirmations, arrival times, access instructions, and load-in requirements, based on the Event Manager’s direction
  • Prepare and maintain operational checklists for: load-in, setup, doors, VIP flow, competitor flow, show moments, and load-out
  • Confirm staffing schedules, call times, and on-site roles for event-day staff (registration, wristbands, runners, bar support, VIP support)
  • Support venue walkthroughs by capturing notes, measurements, constraints, and action items, then distributing clear follow-ups
  • Ensure operational documents are current and shared (site map, run-of-show, contact list, vendor arrival schedule)

On-site coordination, event days

  • Be the primary on-site point of contact for vendors and staff for operational questions and coordination
  • Manage call times and arrivals, check in vendors and key staff, and direct them to correct locations
  • Keep departments aligned to the schedule, flag slippage early, and coordinate adjustments with the Event Manager
  • Run logistics on the ground: signage placement, queue setup, staff positioning, guest flow, VIP entry, competitor check-in, backstage movement (as applicable)
  • Act as the problem-solver for on-site issues (missing items, late vendors, misplaced staff, layout adjustments), escalating decisions to the Event Manager when needed
  • Maintain a live issue log and communicate updates clearly and quickly

Post-event wrap

  • Coordinate load-out, vendor departures, rental returns, and site reset per venue requirements
  • Collect proof of completion and incident notes (photos, sign-offs, vendor confirmations)
  • Provide a short post-event report within 24 to 48 hours: what worked, what failed, what needs to change next time

What you are not responsible for

  • Final budget ownership, vendor contracting decisions, sponsorship, talent booking, or strategic planning
  • Client or partner stakeholder management beyond on-site coordination
  • Approving major scope changes without Event Manager sign-off

Success metrics

  • Vendors and staff arrive on time with minimal confusion
  • Setup hits planned milestones, doors open on schedule, and bottlenecks are managed
  • Fewer repeated operational mistakes from event to event
  • Event Manager receives real-time, actionable updates and minimal surprises

Required experience

  • 2+ years coordinating live events, hospitality operations, activations, or venue operations
  • Proven ability to coordinate multiple vendors and teams on-site under time pressure
  • Strong communication, calm under pressure, and comfortable giving direct instructions
  • Organized and detail-driven, able to maintain schedules, checklists, and contact lists
  • Valid driver’s license and reliable transportation
  • Comfortable with WhatsApp, Slack, email, Google Docs/Sheets

Preferred experience

  • Outdoor events, festivals, bars and beverage service environments, crowd flow and queueing
  • Basic understanding of production workflows (sound, lighting, staging) and load-in constraints
  • Experience with wristbands, ticket scanning, registration, VIP handling, or competitor-based events
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