Event Experience Specialist

Vision Event Management (VEM) is a full-service event management company specializing in fitness events. VEM manages and owns events ranging from 5K’s to marathons, fun runs and even obstacle course runs. In 2025, VEM managed over 20 events. VEM has served over 1,080,000 participants over the past 19 years. VEM is one of the nation’s top boutique event production companies in the United States, producing the highest quality events that not only set the standard for event production, but also set the trend for the industry.

We are looking for a tech savvy detail-oriented Event Experience Specialist to join our team. Must have outstanding Customer Service and Canva Design Skills. This is a non-exempt, part-time 25-35 hour a week, hybrid position with flexible hours. Must be able to work some nights and weekends (light travel).

The following is an overview of the job description of Event Experience Specialist the job functions:

Registration Platform/Websites

·      Set-up New Clients on Registration Platform (RunSignUp)

·      Meet with New Clients to gather information to complete build of registration platform

o  Graphics

o  Pricing schedules

o  Giveaways

o  Volunteer Signup

o  Online Store Setup

o  Sponsorship

·      Build registration websites per race specifications

·      Maintain registration websites with up-to-date information

·      Produce reports as needed (email lists, demographics, ad hoc reports)

·      Build/Develop & Maintain VEM and Mile 0 Event websites

Info Line

·      Have a working understanding of each event and answer questions as they come in on the info lines in a timely fashion.

Event Management

·      Manage Event Packet Pick-ups

o  Coordinate with vendors (timer, packet pick-up site, etc.)

o  Set-up iPads for check-in/bib assignment

o  Troubleshoot issues (event switches, “missing participants”, missing items)

o  Train volunteers onsite

o  Provide onsite customer service

o  Monitor Packet Pick-up rates and communicate to Event Director

·      Assist as needed with set-up/tear down of events

·      Assist with the unloading and organizing of event production materials post event.

·      Meeting with Charities Partners to discuss volunteer needs, set them up to self-monitor

·      Assist Clients with special request programs

·      Create/update maps as needed (course maps, post-race party, etc.)

·      Produce Weekly EOD/YTD numbers for all events

·      Monitor and Facilitate the Corporate Wellness Programs

·      Create Coupon codes for events

·      Monitor and Ship Virtual packets

·      Provide weekly input on events as needed/requested

·      Maintain special groups (Streaker, Beat the Clock) with Timer

·      Work the finish line of events handing out prizes, holding finish line tape, photos for marketing, announcements.

·      Create & Implement top finisher awards program for RUN(317)

·      Obtain USATF Sanctioning and complete reports

RUN(317) Ambassador Program

·      Manage the RUN(317) Ambassador Program

·      Develop the program and implement the details of the program

·      Conduct in person and online meetings with the Ambassadors (January – October)

·      Source giveaways for the incentive program

·      Monitor and Report Ambassador referrals

·      Provide program/event updates to Ambassadors

·      Monitor private Facebook group

Marketing

·      Create graphics as needed for websites & share with the team

·      Review and provide input on emails (logistics & marketing)

·      Review and Provide input on surveys

Merch

·      Source, calculate forecasted need, and purchase all giveaway items for events like t-shits and other swag items

REQUIREMENTS:

• Must live in Indianapolis area. Office located in Westfield
• Excellent Canva Skills
• Excellent Customer Service Skills
• Experience in website building
• Microsoft Office (Excel, Word, PowerPoint)
• Common sense and ability to independently troubleshoot and solve problems
• Ability to lift 30lbs items at events