Out & Equal Workplace Advocates is the world’s premiere nonprofit organization dedicated to achieving global lesbian, gay, bisexual, transgender, and queer workplace equality. We collaborate with leading local, national, and global corporations, their executives, human resources professionals, employee resource groups, and individuals to provide leadership & professional development, education, and research to create a culturally accepting work environment free of discrimination. Based in San Francisco, Out & Equal Workplace Advocates has a diverse full-time staff that serves a network of affiliates, employee resource groups, trainers, LGBTQA executives and a growing family of advocates around the globe.

Job Title: Events Registration and Housing Coordinator
Department: Events
Location: Remote, EST strongly preferred
Level: IC2
Salary Range:

Typical hiring range for high cost of living locations (DC/CA/NYC): $46,943 - $62,590
Typical hiring range for all other locations: $39,901 - $53,202

Reports To: VP, Events
Supervisory Role: No
FLSA Status: Non Exempt (FT)

Job Summary
The Events Registration and Housing Coordinator will ensure seamless registration and lodging experience for attendees for our portfolio of events. This position manages all aspects of event registration and housing logistics, serves as a primary point of contact for attendees, and collaborates closely with internal teams, vendors, and hotel partners to deliver an efficient and seamless process in these critical areas. Additional skills in planning small meetings throughout the year are also a part of this role providing support and planning for regional meetings and events as scheduled and confirmed.

Essential Functions

Manage and maintain event registration systems (Cvent), including setup, testing, reporting, and troubleshooting in coordination with our IT department.

Serve as the primary contact for attendee inquiries related to registration and housing in conjunction with our services team with external vendors for these services. Provides timely and professional overall customer service.

Coordinate hotel room blocks, Sub-blocks, and manage housing process and set up, cut-off dates, and attrition deadlines in partnership with hotel contacts and organizational needs. Housing is managed thru Passkey (Cvent) and this position will oversee that relationship for Housing portal build, customer service, policy, and procedures from start to finish.

Monitor and reconcile registration and housing data, ensuring accuracy and generating detailed reports for internal and external stakeholders. This includes ensuring performance measures and deadlines are monitored and advise on performance of room blocks to minimize risk to the organization.

Lead on-site registration and housing operations, including attendee check-in, badge production, and customer support. This also includes identifying temporary work needs and managing onsite temporary help for registration and housing.

Support event communications by drafting and distributing confirmation emails, reminders, and housing instructions in coordination with our marketing, partner success, and programming teams.

Work collaboratively within events team, marketing, finance, and other departments to ensure alignment of registration and housing processes and deadlines.

Provide real time and post-event reporting and analysis, including registration and housing pace and pickup reports and trends, as well as post event audits of registration and housing.

Assist with additional event logistics as required.

Qualifications (Licenses, Certifications, Education Related Experience, technology)

Bachelor’s degree or equivalent experience in hospitality, event management, business administration, or related field preferred.

2+ years of experience in event registration, housing coordination, and event support, preferably in a corporate, nonprofit, or association environment.

Proficiency with event management and registration platforms. Especially Cvent, Salesforce, Passkey, or similar systems.

Strong attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously.

Excellent written and verbal communication skills.

Customer service mindset with the ability to resolve issues diplomatically and efficiently.

Ability to work both independently and as part of a collaborative team.

Flexibility to travel for onsite support at events as needed.

Proficiency in Microsoft Office Suite (call out specific programs in parenthesis)

PowerPoint presentation skills

Preferred Qualifications:

Experience working with hotel room blocks and contract terms.

Knowledge of data privacy and security best practices for event registration.

Familiarity with CRM systems and data reporting tools.

Physical Job Requirements

This position requires the ability to remain in a stationary position (standing and/or seated) more than half the time

Travel Requirements

This position requires overnight domestic travel up to 25% of the time

Equal Opportunity Statement
Out & Equal is committed to a diverse, inclusive, and equitable workplace where all people belong and thrive.  Out & Equal Workplace Advocates is an equal opportunity employer and does not discriminate based on any of the following: physical appearance, race, color, age, sex, sex characteristics, sexual orientation, gender identity, gender expression or gender characteristic, socioeconomic status,  religion or religious creed, criminal history (except in circumstances  relevant to a job), ancestry, genetic information or predisposing genetic characteristics, national origin, medical condition, physical or mental disability, AIDS/HIV status, political activities or affiliations, military service or veteran status, marital status,  parental status, familial status or family responsibilities, family structure,  pregnancy or pregnancy-related conditions, childbirth, reproductive health decision, domestic violence victim status, retaliation for opposing unlawful discriminatory practices, or any other classification protected by federal, state, and local laws and ordinances. 
 
THE ABOVE CATEGORIES ARE MEANT TO CONVEY COMPLIANCE WITH THE FEDERAL, STATE, AND LOCAL EEO LAWS IN WHICH WE OPERATE AND NOT MEANT TO INCORPORATE EVERY TYPE OF POTENTIAL EMPLOYMENT DISCRIMINATION. WE STRONGLY ENCOURAGE LGBTQ+ CANDIDATES AND INDIVIDUALS FROM HISTORICALLY MARGINALIZED COMMUNITIES TO APPLY. REQUESTS FOR RELIGIOUS OR DISABILITY ACCOMMODATION SHOULD BE DIRECTED TO [email protected].

Events Registration and Housing Coordinator

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