Event Experience Coordinator

Chappelow Events (CE) is seeking a full-time Event Experience Coordinator to join our small, tight-knit event planning team. This role is an exciting opportunity for an emerging professional who possesses a collaborative nature, strong organizational skills, attention to detail, superior organizational skills, excellent customer service and ability to function both independently and in a team environment. Prior experience is preferred but not required. 

In close coordination with the President and Vice President, the Event Experience Coordinator will support on all registration and fulfillment elements for all events. This includes, but is not limited to, event sponsor communication and management, guest support and email management, collaboration of event websites, and leading registration onsite at events. 

SPONSOR SUPPORT 

• Coordinate communication with confirmed sponsors on behalf of the client, ensuring sponsor benefits are fulfilled (logo procurement, receiving approval of logo usage, guest names/information, dietary restrictions, etc.) 
• Coordinate spreadsheet to track sponsor benefits, invoice delivery and updating contact information. 
• Facilitate contracting between sponsors and client. 
• Assist with final review of any materials where sponsors are listed, ensuring correct logo and name placement. 
• Facilitate registration process for sponsor guests. 
• Share updated sponsor guest email addresses to the point of contact who is sending out any event teaser emails and for pre-registration in mobile bidding
• Share dietary restrictions with Event Coordinator.
• For those clients without contracted sponsor support, coordinator will provide them with a template and strategy conversation around how to best manage this information in preparation for transition to CE team closer to event.
• Assist the Director of Development with keeping the revenue side of event budgets up to date.
• Work with client’s financial department to track payment and follow up as necessary (potentially after the event if payment is still outstanding). 

ATTENDEE / REGISTRATION SUPPORT 

• Outline registration needs and review with clients.
• Outline content for all registration materials (whether through full websites, smaller sites like Eventbrite, google forms, etc…).Review with client. Partner with Marketing on larger site builds. 
• Provide regular and consistent reporting on registration activities as defined by each client/event.
• Manage communication with guests purchasing single tickets, tables or receiving comp tickets on behalf of the client (not including sponsors and sponsor guests). This is sometimes done from a client-hosted email account, which will need to be checked daily. 
• Provide a first draft of table assignments for each event with assigned seating. Clients and/or the Event & Fundraising Coordinator will provide necessary sponsor seating information to influence seating selections. 
• Upload all sponsor guests and comps into mobile bidding software or website. 
• Handle the final import of seating assignments into mobile bidding software. 
• Regularly compare registration lists with hotel rooming lists to ensure effective reconciliation. 
• Communicate with hotel and attendees to facilitate accommodations, as necessary. 

ONSITE RESPONSIBILITIES AT EVENTS

• Management of the registration process onsite at the event alongside a dedicated member from the Client's team and the mobile bidding partner.
• Oversee registration volunteers onsite at events and assist with orientation of registration volunteers in advance of and onsite at events. 
• Lead the effort in recording all fundraising activities during events, working alongside the mobile bidding partner and the Event Coordinator. 
• Manage check out at events, including support for auction/auxiliary fundraising elements. 

Preferred Skills and Qualifications

● Bachelor’s Degree required. 

● Event experience preferred, but not required. 

● Strong verbal and written communication skills. 

● Highly organized, professional, self-starter. 

● An optimistic problem solver with a passion for managing details and systems with a customer-centric mindset.

● A consensus-builder who enjoys supporting others. Able to adapt quickly with an interest in learning new things. 

● Proficiency in Microsoft Office Suite and Google Business Suite (docs, sheets, forms, etc…) required. Experience in ClickUp, CVENT and One Cause preferred, but not required. 

Schedule and Benefits 

Our small company does not have a physical office space, so the majority of our work is done remotely from our own homes, at the home of our President, or at our favorite coffee shops. We work independently and also collaboratively on a weekly basis. Monday morning is generally reserved for team meetings. Tuesday mornings are for individual meetings with company leadership. Wednesdays and Thursdays tend to be filled with client meetings and we try to keep Fridays for independent work projects. This is subject to change based on the event schedule. 

We also offer flexible scheduling. Which means that as long as you are available for scheduled client meetings and company meetings, you can complete other work tasks at the time of day that works best for you. Some tasks will require daytime attention, while others can be done at night. Our team connects regularly to prioritize task work to ensure this flexibility remains beneficial to team members and our clients. This is a full time position with a typical 40-hour work week, though some weeks will require additional hours because of on-site event work. The Event Experience Coordinator will be expected to provide their own laptop and their own transportation. 

Additional benefits include a company sponsored retirement plan with 4% match, a generous PTO plan (there isn’t a limit and planned time off is encouraged!), paid time off on federal holidays, and meals (and lots of coffee) covered whenever we are working collaboratively. Company sponsored health insurance is also offered with a 50% contribution hosted by the company.   

To Apply 

Please send a cover letter, resume and three professional references to Sal Scott at sal@chappelowevents.com. Applications will be accepted until January 30, 2026 or until the position is filled.