Event Coordinator

As the Event Coordinator, you will support the planning, organization, and execution of brand, sales, influencer, and community events across all company divisions. Your core responsibilities include:

Event Research & Outreach

• Research and identify relevant upcoming events, expos, festivals, community gatherings, wellness events, and entertainment opportunities for brand participation.

• Evaluate event fit based on audience, location, potential impact, and alignment with brand goals.

• Maintain an active pipeline of event opportunities.

Event Vetting & Confirmation

• Confirm all event details including dates, times, attendee count, load-in requirements, booth specifications, and any vendor rules.

• Determine whether the event requires payment, sponsorship, product donation, or a combination.

• Gather and submit necessary documents, applications, and approvals as required by event hosts.

Monthly Event Planning

• Prepare a monthly proposed event plan/calendar to be reviewed and approved by Val.

• Update and add new events throughout the month as opportunities arise.

• Track event statuses, deadlines, and internal requirements.

Cross-Department Coordination

• Collaborate with influencer managers to receive event recommendations from creators and brand partners.

• Coordinate with sales managers to identify and support sales-driven events, pop-ups, store days, or promotional activations.

• Ensure internal teams are aligned on event schedules, staffing needs, and deliverables.

Vendor Management & Execution

• Build and maintain a comprehensive book of trusted vendors (AV, staging, staffing, catering, décor, rentals, security, photographers/videographers, etc.).

• Request quotes, negotiate pricing, and manage vendor communication from planning to event day.

• Oversee event setup, breakdown, and end-to-end execution to ensure all brand standards are met.

Brand-Hosted Events

• Plan and execute company-hosted events ranging from charity events, wellness activations, open-house experiences, influencer gatherings, brand launches, entertainment events, and VIP experiences.

• Ensure all events reflect premium brand presentation and provide a seamless on-site experience for attendees.

Logistics & Operations

• Organize inventory needed for events including product, merchandise, signage, and activation materials.

• Create event briefs, run-of-show schedules, and staffing plans.

• Support field staff and ensure all setup and compliance requirements are met.

Post-Event Duties

• Compile recap notes, attendance numbers, performance highlights, and operational feedback.

• Report results to leadership with insights to improve future events.