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Job Opportunity Communications/Event Specialist - Contractor -
LanceSoft Inc
- 🇺🇸 United States
- Remote
- 3 days ago
- Cvent
- Outlook
- Excel
- PowerPoint
- Windows
- CRM
3 days ago
Duration: 12 months
Location: (Remote Role)
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PAY RATE: $40 to $50 per hour on W2
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Job Description:
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- The Event Coordinator provides end-to-end planning and execution support for the company’s channel and sales event portfolio, including the annual dealer meeting, advisory council sessions, regional partner events, sales kickoffs, industry trade shows, and partner training and enablement sessions.
- This is a hands-on execution role: the contractor owns logistics, vendor coordination, registration, and on-site operations so that channel leadership can focus on content, relationships, and business outcomes.
Event Portfolio (Representative)
- Annual dealer / partner meeting (largest event; 100+ attendees)
- Indirect Channel Advisory Council meetings (recurring cadence, multiple sites)
- Regional partner events and roadshows across sales regions
- Industry trade shows and conferences (booth logistics, staff scheduling, partner hospitality)
- Sales kickoffs, QBR sessions, and in-person enablement / training workshops
- Executive dinners, receptions, and partner hospitality functions
Key Responsibilities
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Planning & Logistics
- Source and evaluate venues, hotels, and meeting space; manage room blocks and F&B
- Build and maintain the master event calendar, run-of-show, and production timelines
- Coordinate AV, staging, signage, shipping, and on-site materials
- Manage attendee travel logistics and ground transportation as needed
Vendor & Budget Management
- Solicit bids, compare proposals, and recommend vendors
- Route contracts through internal legal, procurement, and finance channels
- Track budget vs. actuals per event; reconcile invoices and submit for approval
- Maintain a vendor scorecard and preferred-supplier list
Registration & Attendee Experience
- Build and manage registration sites, invitations, reminders, and attendee lists
- Serve as the primary logistics point of contact for partner and dealer attendees
- Manage dietary, accessibility, and special-request accommodations
- Coordinate name badges, welcome kits, and giveaway/premium items
On-Site Execution
- Lead on-site setup, staffing, and teardown
- Manage the run-of-show in real time; troubleshoot issues as they arise
- Coordinate speakers, presenters, and sponsor or exhibitor partners
- Serve as the escalation point for venue and vendor issues during the event
Post-Event
- Distribute and compile attendee surveys; deliver a post-event summary with metrics
- Close out invoices and deliver final budget reconciliation
- Maintain a lessons-learned file and reusable event playbook
Cross-Functional Coordination
- Partner with channel marketing on collateral, branding, and promotional assets
- Coordinate with regional channel managers on invitation lists and regional logistics
- Support sponsorship and co-marketing fulfillment where partner funding is involved
Required Qualifications
- 5+ years coordinating corporate events, ideally B2B channel, dealer, distributor, or sales events
- Demonstrated ownership of events at 100+ attendee scale, including multi-day agendas
- Working knowledge of hotel and venue contracts, attrition clauses, and F&B minimums
- Proficiency with event registration platforms (Cvent, Splash, Eventbrite, or similar)
- Strong budget tracking and vendor management discipline
- Proficiency with Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint)
- Excellent written and verbal communication with partner-facing professionalism
- Ability to travel and work non-standard hours during event windows.
Preferred Qualifications
- Experience supporting an indirect channel, dealer, or reseller community
- Trade show and exhibit management experience
- Familiarity with CRM and partner portal tools
- CMP certification or equivalent
- Experience in public safety, telecom, or regulated technology markets
Deliverables
- Master event calendar, maintained and current
- Per-event project plan, run-of-show, and budget tracker
- Registration site and attendee reporting for each event
- Post-event recap with attendance, survey results, and budget actuals
- Reusable event playbook and vendor directory
Success Measures
- Events delivered on time and within approved budget
- Attendee satisfaction scores at or above target
- Registration and attendance goals met per event
- Zero critical on-site logistics failures
- Reduced planning cycle time through documented, reusable process
Job Opportunity Communications/Event Specialist - Contractor - · LanceSoft Inc