Events Coordinator

Job Description

Job Description

We are looking for an Events Coordinator to support the planning and execution of a high volume of meetings and special events across Reno, Nevada. This Long-term Contract position is ideal for someone who thrives in a client-facing environment, can keep multiple deadlines on track, and is comfortable overseeing event activity from initial planning through final billing. The role works closely with internal teams, vendors, and event clients to deliver well-organized experiences across several public event venues.

Responsibilities:

• Lead on-site event operations as the acting point person, confirming spaces are prepared correctly and that audiovisual, catering, and service needs are delivered as planned.

• Gather event specifications from clients, organize the information into clear internal documentation, and distribute updates to the broader events team.

• Manage assigned events from kickoff through completion, including timelines, scheduling, client communication, and post-event invoicing.

• Prepare pricing information and cost estimates for clients while helping track deadlines, approvals, and event-related deliverables.

• Partner with clients, contractors, and internal departments to align logistics for meetings and events across multiple facilities.

• Explain venue policies, contract terms, and planning requirements so clients understand expectations and remain informed throughout the process.

• Monitor pre-event obligations such as setup details, floor plan submissions, insurance documentation, and outstanding payments.

• Check in with clients during event days to address questions, resolve issues quickly, and maintain a high level of service.

• Participate in regular planning meetings to review upcoming events, staffing needs, and operational priorities.

• Support event staffing coordination by assigning or communicating tasks needed for successful execution during each program.

• Experience coordinating events, meetings, or venue-based programs in a fast-paced environment.

• Strong ability to manage schedules, juggle deadlines, and keep multiple event details organized at once.

• Background working with clients directly and providing responsive, detail-oriented customer service.

• Familiarity with corporate, live, sponsored, or large-scale events involving multiple stakeholders.

• Comfortable overseeing day-of-event logistics, including room setup, audiovisual support, and food and beverage coordination.

• Ability to communicate clearly with internal teams, vendors, and clients to keep projects moving forward.

• Skilled in preparing estimates, tracking event changes, and handling administrative follow-through through final billing.

• Able to work across multiple venues and adapt to changing event needs with sound judgment and a service-focused approach.

• Must have some flexibility as some events can go until 10:00pm and some events will be on Saturday or Sunday