Events Coordinator

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WTWH Media LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2007

📱 Media

🤝 B2B

☁️ SaaS

Media • B2B • SaaS

WTWH Media LLC is a digital first business-to-business media company focused on providing high value unique content and measurable ROI for marketers. The company manages over 80 web sites, 7 print publications, and produces video, webinars, podcasts, online and live events, and educational forums across various markets including electronics engineering, design engineering, fluid power, hospitality, life sciences, R&D, renewable energy, retail, and robotics. By leveraging artificial intelligence and natural language processing, WTWH Media enhances B2B marketing strategies through advanced targeting methods. The company's network includes specialized platforms such as Design World Network, Robotics Network, Electronics Engineering Network, and others, reaching millions of engaged users globally.

📋 Description

• Maintain detailed master event plans, operational timelines, production schedules, run-of-show documents, staffing schedules, venue maps, and other key operational documentation. • Coordinate venue logistics, including room layouts, seating plans, capacity requirements, Wi-Fi, power, furniture, signage locations, catering timing, and accessibility needs. • Coordinate shipment of event materials, including signage, table assets, collateral, giveaways, registration supplies, speaker materials, branded merchandise, and technology equipment. • Coordinate registration-desk operations, including badge production and check-in workflows. • Coordinate on-site staffing schedules, including internal team members, venue contacts, and vendor representatives. • Maintain event documentation, including project plans, exhibitor manuals, stakeholder contact lists, floor plans, schedules, production documents, and operational checklists. • Support AV and production logistics, including speaker-ready-room schedules, presentation management, microphone requirements, confidence monitors, staging, and technical troubleshooting. • Coordinate food and beverage logistics, including catering guarantees, meal counts, dietary restrictions, service schedules, coffee breaks, sponsor-hosted functions, and VIP hospitality requirements. • Serve as a primary operational contact for speakers, sponsors, exhibitors, and external partners. • Collect, track, review, and organize speaker presentations, session descriptions, biographies, headshots, technical requirements, and related assets. • Ensure speaker materials are formatted, stored, version-controlled, and available to production, AV, event, marketing, and on-site teams. • Coordinate speaker logistics, including arrival times, green-room schedules, rehearsals, presentation submission deadlines, AV checks, stage access, and session transitions. • Support integration and data flow between event platforms and systems such as CRM, marketing automation, registration systems, mobile event apps, lead-retrieval tools, and reporting dashboards. • Help measure B2B event performance, including registrations, attendance, engagement, sponsor participation, leads, opportunities, and pipeline contribution. • Compile post-event reports summarizing attendance, engagement, lead and pipeline results, sponsorship outcomes, logistics performance, and recommendations for improvement. • Support budget tracking, purchase-order administration, invoice routing, vendor documentation, and expense reconciliation as assigned. • Provide general support to the events team as needed.

🎯 Requirements

• 2+ years experience in conference management, hospitality, B2B events • Strong proficiency in standard workplace tools, specifically Microsoft Office Suite • Ability to build and maintain detailed spreadsheets, trackers, status reports, operational timelines, and event documentation with exceptional attention to data accuracy • Familiarity with Cvent • Strong written communication skills, including the ability to create concise, clear, professional email communications for external stakeholders • Ability to manage multiple workstreams, shifting priorities, and strict deadlines while remaining calm, organized, and responsive • Strong service mindset and professional judgment when working with sponsors, exhibitors, speakers, executives, customers, and vendors • Comfortable supporting hands-on event operations, including registration desks, exhibitor support, signage, floor management, shipment coordination, setup, troubleshooting, and pack-down • Willingness and ability to travel approximately 10–20 times per year for events, site visits, and on-site operational support

🏖️ Benefits

• Premium medical, dental, vision and other health plans – you choose what fits your needs • Full vested 401(k) match to help you prepare for your future • Generous paid time off, including vacation, sick, float, bereavement, 12 office holidays and flexible working hours • Supportive work/life balance and paid parental leave • Dynamic, dedicated, fun and hard-working environment • A collaborative work environment in a growing market • Consistently ranked as a Top Workplace and included on the Forbes 5000 Fastest Growing Companies for 5+ years