Sponsor Relations Coordinator (Events)

Job Description

Job Description

Description:

Arrowfly, LLC seeks an experienced candidate for the position of Sponsor Relations Coordinator to join our Events team. This role will be responsible for end-to-end execution and project management of sponsorship deliverables across the live events business. This is a highly visible role that requires strong project management skills, and the ability to support multiple priorities in a fast-paced, deadline-driven environment. The ideal candidate is proactive, resourceful, and comfortable operating with evolving processes. This role regularly interfaces with internal stakeholders and external sponsors.

YOUR KEY RESPONSIBILITIES  

Relationship ownership  

• Serve as primary relationship owner and day-to-day contact for sponsors and exhibitors from contract signature through post-event wrap, including a proactive contact cadence between events 
• Own the sponsor issue queue: triage inbound requests, set response-time expectations, track resolution, and close the loop in writing 

Onboarding and enablement  

• Onboard new sponsors and exhibitors through a structured process covering portal access, deadlines, key staff contacts, and what to expect on site 
• Build sponsorship toolkits in the Cvent exhibitor portal 
• Train sponsor teams on lead retrieval, event apps, exhibitor portals, and meeting-scheduling tools ahead of the show 

Communications  

• Create and execute the sponsor and exhibitor communication plan across pre-event, on-site, and post-event phases, including onboarding materials, deadline reminders, logistics packets, exhibitor manuals, and pre-show briefings 
• Conduct pre-event kickoff calls to confirm deliverables, deadlines, and success criteria for each account 

Fulfillment and tracking  

• Maintain the master sponsorship planner covering contract terms, finance status, and fulfillment for every signed account 
• Collect and track all contracted deliverables against deadline: logos, ad creative, session titles, and collateral 
• Coordinate with marketing on sponsor-facing promotion — website listings, email inclusions, social, show guide, signage — and confirm accuracy before publication 
• Coordinate with marketing and operations on physical fulfillment: signage placement, branded assets, hospitality space, badge scanning, and meeting rooms 

Floor plan and inventory  

• Create and manage exhibit floor plans, including booth assignments, using floor plan software 
• Track sponsorship inventory by event — sold, held, and available — and flag under-performing assets before they go stale 

On site  

• Run scheduled sponsor check-ins during the event; stay reachable and visible on the floor, resolving issues in real time with operations, AV, and registration 
• Partner with portfolio leaders to build and execute the on-site rebooking process 

Travel  

• Frequent travel, up to twice per month February through November, typically three to four days at a time, including extended on-site days 

WHAT YOU BRING  

• Bachelor’s degree in hospitality, communication or related field 
• 3+ years relevant events experience in a client/customer facing role 
• Experience with CVENT or other event management software 
• High-level proficiency with Microsoft Office applications  
• Ability to successfully lead multiple concurrent projects, solve problems, and consistently meet deadlines with minimal supervision (individually and on teams) 
• Excellent customer service skills, and the ability to work effectively in a high-pressure environment 
• Superior attention to detail, the ability to create procedures, and a desire for accuracy in job performance 

  WHAT WE OFFER

We believe that a highly engaged audience is our greatest asset. You will have the unique opportunity to drive strategy, build processes and systems and lead events across our portfolios, backed by a team that values robust technical infrastructure and continuous innovation. In addition, the following benefits are available:

• 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 is a live and digital B2B destination serving professionals across the engineering, healthcare, food, retail and hospitality sectors. The company delivers trusted journalism and editorial content, industry-defining events, and digital measurement tools, all backed by an established reputation for independence and credibility in the markets it serves. This is an opportunity to join a company in active transformation, with a portfolio of 40+ events, a growing team, and the ambition to build something that sets the standard for B2B events marketing. Our values are simple: The Audience Comes First, Raise the Bar, Unite the Community, Surface What Matters Most, and Track What Works. If those resonate with how you work, you'll fit right in.

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!