Events Coordinator

Events Coordinator

Reports To: Director, Strategic Events

FLSA Classification: Full-time; Non-Exempt

Location: Hybrid – Washington, DC area (Weekly in-office presence required, with additional on-site support for IA events throughout the year)

Salary Range: $48,574 - $72,860, depending on experience

About Us

The Irrigation Association (IA) is the leading trade association for irrigation equipment and system manufacturers, dealers, distributors, designers, consultants, contractors, and end users. We are committed to ensuring the Irrigation Association remains a central point for collectively elevating our interests and a unifying voice on the value that irrigation brings to green spaces and the food, fuel, fiber and feed that our nation and globe need.

As IA evolves to meet stakeholder needs and future growth opportunities, we prioritize agility, innovation, and member value. We are committed to developing forward-looking educational and event experiences that advance sustainable irrigation practices and strengthen industry connections.

About You

The Events Coordinator supports the execution of IA's comprehensive event portfolio, including the Irrigation Show and Education Week, workforce and credentialing events, conferences, workshops, and virtual programs.

The ideal candidate is a disciplined coordinator who brings precision, organization, and reliability to complex event logistics. They understand that exceptional attendee experiences are built through preparation, detailed documentation, and consistent follow-through.

The Events Coordinator is comfortable managing multiple timelines, coordinating vendors and stakeholders, and ensuring that instructors, speakers, proctors, exhibitors, and attendees have what they need to succeed. They value operational excellence and take pride in delivering events that reflect IA's professional standards and brand.

This role is local to the Washington, DC / DMV area and the successful candidate will be available for regular in-office collaboration, as well as hands-on on-site support during events.

Core Responsibilities will include:

Event Portfolio Coordination & Execution

• Support planning and execution of IA's event portfolio, including the Irrigation Show, Education Week, credential testing sessions, conferences, and workforce programs
• Maintain detailed project timelines, run-of-show documents, and logistical checklists
• Coordinate venue logistics including room setups, audiovisual requirements, catering, and event materials
• Prepare event materials including badges, signage, registration packets, and on-site supplies
• Track registration data and support accurate reporting for internal teams

Instructor, Speaker & Proctor Support

• Serve as logistical point of contact for instructors, speakers, and proctors
• Ensure presenters and instructors have required materials, schedules, and on-site support
• Coordinate testing session logistics in alignment with established guidelines
• Provide on-site support to ensure seamless attendee and participant experience

Attendee Experience & Administrative Support

• Support participant communications including confirmations, reminders, and logistical instructions
• Respond to logistical inquiries in a timely and professional manner
• Ensure clear signage, registration flow, and organized event environments
• Assist with post-event evaluations and feedback collection
• Assist Digital Engagement staff with IA's Event App, as needed

Operational Excellence & Continuous Improvement

• Maintain accurate documentation of event processes and outcomes
• Identify opportunities to improve logistical efficiency and consistency
• Support implementation of event technology platforms and tools as directed

Responsibilities may evolve based on business needs.

Qualifications, Skills, & Experience will include:

Education & Experience

• At least 2 years of experience in event coordination hospitality, conference services or related role
• Demonstrated history of strong organizational and time management skills
• Ability to manage multiple logistical priorities simultaneously
• Excellent written and verbal communication skills
• Ability to work on-site during events and lift event materials, up to 30 lbs, as needed
• Must reside in the Washington, DC / DMV area
• Association, B2B, or trade organization experience strongly preferred.
• Industry knowledge in agriculture, irrigation, or the green sector is a plus.

Technical & Analytical Skills

• Strong technical acumen and proficiency in Microsoft products and the ability to learn and integrate new and emerging technologies to simplify and improve business practices.
• Experience with event registration systems such as CVENT, Monday, and Map Your Show a plus.
• Experience with a variety of CRM and LMS databases (iMIS, RiSE, HTML, Webassessor and/or Articulate).

Success Metrics include:

• Events are executed on time and according to plan
• Speakers, instructors, and proctors are well-supported
• Attendees experience clear communication and organized logistics
• Accurate and thorough event documentation
• Professional on-site representation of IA standards

Irrigation Association is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Irrigation Association participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information, please visit e-verify.uscis.gov.