What are the responsibilities and job description for the Event Operations Coordinator position at ARC NETWORK LLC?
Arc network is currently seeking an organized, detail-oriented Event Operations Coordinator to join the Event Operations team. This individual will be responsible for the end-to-end logistical execution of 6–8 B2B events per year, including summits, conferences, and awards programs. The Event Operations Coordinator will work closely with a broader event team and will be the operational point person across vendor and venue relationships.
This is a remote role with regular travel onsite to events. Onsite, the Event Operations Coordinator will serve as an operations lead or key member of the ops team depending on event scale, ensuring every functional area runs smoothly from setup through teardown.
The Event Operations Coordinator is responsible for the following functional areas across all assigned events:
- Food & beverage: plans and orders all F&B in partnership with venue catering. Manages menus, guarantees, dietary accommodations, and onsite setup walkthroughs.
- Hotel room block: monitors the room block contract, monitors pickup pace, manages staff and speaker rooming lists, and reconciles the master account post-event.
- Signage: owns signage production, placement, and removal. Collects content from marketing and programming, manages the print vendor relationship, and maintains a signage inventory for each event.
- Registration area build-out: coordinates the physical build of the registration counter, including furniture, power, and internet.
- Audio visual (AV): Works with Director of Operations to reviews quotes, manages the run of show, coordinates rehearsals with the editorial team, and approves all onsite change orders.
- Venue & facility management: serves as the primary contact with the venue event manager. Reviews venue contracts, submits BEOs, manages load-in access, and coordinates security.
- Transportation & logistics: coordinates all ground transportation (VIP/speaker airport transfers, hotel and offsite shuttles) and manages event materials shipping including manifests, tracking, and return freight.
- Temporary staff: determines headcount and roles, works with the staffing agency, manages onsite scheduling and assignments, and approves timesheets.
- Event supplies & materials: maintains the standard event kit, builds event-specific materials production schedules, and manages ordering and inventory.
- Security management: works with the venue security team and outside security vendors as needed to confirm schedule, post coverage, and onsite staffing.
- Budget management: works with Director of Operations to track all operational expenses against the event budget, processes vendor invoices for approval, and prepares a post-event budget reconciliation.
- Vendor master list: maintains contracts, certificates of insurance, and the onsite vendor contact sheet for every assigned event.
Daily responsibilities will vary throughout the year, but may include:
- Managing multiple event timelines simultaneously, tracking deadlines, following up with vendors, and keeping the team informed of any changes that affect operations.
- Running weekly or bi-weekly calls with key vendors (venue, AV, etc) as events approach, increasing in frequency in the final weeks before each show.
- Coordinating cross-functionally with editorial, marketing, sales, and registration teams to collect content, attendee data, and program details that affect operational planning.
- Preparing and maintaining event documentation: run of shows, BEOs, signage trackers, shipping manifests, rooming lists, temp staff schedules, and vendor contact sheets.
- Traveling onsite for load-in, show days, and strike.
- Reviewing and approving vendor invoices post-event and completing budget reconciliation with Director of Operations.
- Participating in post-event debriefs and documenting lessons learned for future planning cycles.