Events Coordinator

Arrowfly, LLC seeks an experienced candidate for the position of Events Coordinator to join our Live Events team. This position serves as the operational backbone of B2B events, ensuring flawless planning, execution, stakeholder coordination, technology integration, budget oversight, and performance reporting. The Events Coordinator will have a lead role in execution of small meetings, awards receptions and dinners as well as selected roundtables and advisory boards.  

This role focuses on the planning, coordination, and operational execution of B2B events from pre-event preparation through post-event reporting and will travel onsite to events 10-20 times per year. Key responsibilities include:

Event Operations & Logistics

• 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.

Audio-Visual (AV) & Production Management

• Support AV and production logistics, including speaker-ready-room schedules, presentation management, microphone requirements, confidence monitors, staging, and technical troubleshooting.

Catering & Hospitality

• Coordinate food and beverage logistics, including catering guarantees, meal counts, dietary restrictions, service schedules, coffee breaks, sponsor-hosted functions, and VIP hospitality requirements.

Speaker, Sponsor & Partner Management

• 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.

Event Technology & Data Management

• 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.

Performance Measurement & Reporting

• 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.

Budget & Vendor Administration

• Support budget tracking, purchase-order administration, invoice routing, vendor documentation, and expense reconciliation as assigned.

General Team Support

• Provide general support to the events team as needed.

• 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

WHAT WE OFFER

• Competitive salary
• 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

ABOUT ARROWFLY

Arrowfly (www.arrowfly.com), the new name for WTWH Media, is the B2B intelligence destination for professionals in the engineering, healthcare, food, retail, and hospitality sectors. Across all our brands, live events, publications, podcasts, videos, and digital experiences, we deliver the reporting, insights, and connections that help decision-makers stay informed and move their industries forward.  Each Arrowfly industry network combines trusted journalism, industry-defining events, and engaged communities, to help professionals sharpen their thinking, build relationships, and grow their businesses. Arrowfly produces 40+ annual events where niche professionals connect, learn, and discover the solutions shaping their industries. From intimate executive exchanges to large-scale conferences, our events deliver the relationships and insights that drive business forward.  Arrowfly’s industry-leading events bring niche professionals together to learn, connect, and discover the solutions shaping their industries. Our conferences, executive exchanges, and summits create meaningful opportunities for buyers and sellers to build the relationships that drive business forward. 

ATTENTION CANDIDATES: Beware of Job Scams & Protect Yourself

At Arrowfly, we prioritize your well-being and safety during your career search. Unfortunately, scammers often exploit candidates with fraudulent job offers. Please keep an eye out for fake listings, individuals posing as representatives from our company, unsolicited email offers, and informational material scams. Arrowfly will never ask for your personal information via a text message or Gmail account, nor will we offer employment that requires an upfront purchase of equipment or other items. If you encounter anything that may look suspicious, please contact us through our company website and report it to the authorities at the FTC. Thank you and best of luck in your search!