Event Coordinator

This position requires a relationship-oriented individual with high personal standards and strong attention to detail. This position requires an individual who is comfortable working at a varying pace, managing multiple tasks and deadlines simultaneously. Someone who is an active communicator and is able to develop and maintain relationships, as well as manage venue relationships is critical to the success of this position. The Event Coordinator must be positive, outgoing, and approachable, as well as work effectively with diverse personalities.

Conference and Event Planning

• Facilitating the coordination of various corporate events as required, including but not limited to:
  • RMA – Spring and Fall Convention & Tradeshow
  • Canoe – Room to Grow
  • Genesis – Education Symposium
  • RMA Insurance – Risk Pro Communities and Risk Pro Schools
  • Canoe University Training Sessions
  • Golf Tournament
• Manage communication with outside vendors and companies, internal staff, event sponsors and attendees regarding event details and event communication
• Research & negotiate proposals, contracts and hotel agreements with venues and vendors.
• Develop and maintain budgets for all events, including post-event reports demonstrating actual spend compared to budget.
• Managing the online registration system, which includes components to support:
  • Event delegate registration
  • Trade Show vendor registration
  • Elected Official Education Program course registration

• Create and implement event planning processes and procedures to keep all involved parties in communication of event status
• Securing speaker arrangements, entertainment
• Developing and executing program content in conjunction with the associated department, RMA board and executive
• Assisting with the preparation of speaking notes, logistical instructions for all stakeholders and publications related to each event.
• Coordinate all components of annual Trade Show, including layout, vendor information packages, and facility details
• Developing and administrating sponsorship opportunities
• Collaborate with creative team to communicate and support the creation of marketing deliverables associated with an event (templates, social media graphics, landing pages, signage, nametags, invitations, etc.)