Event Coordinator

About the role

We are seeking an organized, proactive, and detail-oriented Part-Time Event Coordinator to support the planning and execution of events across our markets. This role will coordinate the many moving pieces required to deliver successful events, serving as a key point of communication between venues, vendors, clients, sales representatives, marketing, accounting, the Event Committee, and other internal team members.

The ideal candidate is an excellent communicator and problem solver who can manage multiple deadlines, vendors, budgets, and event details simultaneously. This position requires flexibility, strong follow-through, and the ability to travel to events across all markets.

What you'll do

Event Planning & Logistics

• Research, contact, and coordinate with venues for upcoming events.
• Schedule event programs and maintain detailed planning calendars.
• Develop comprehensive event timelines, run-of-show documents, floor plans, setup plans, and logistical checklists.
• Coordinate event supplies, equipment, signage, promotional materials, and other event needs.
• Manage event registration processes and attendee-related logistics.
• Maintain accurate event information, tasks, deadlines, and assignments within ClickUp.
• Ensure all event details are communicated clearly to the appropriate internal teams.

Vendor & Venue Management

• Serve as a primary point of contact for venues and event vendors.
• Source and coordinate caterers, entertainers, equipment providers, decorators, and other event partners as needed.
• Obtain quotes, review proposals, coordinate agreements, and assist with vendor negotiations.
• Manage 20+ vendors per event, ensuring deadlines, requirements, setup instructions, and deliverables are clearly communicated.
• Confirm vendor arrival times, venue requirements, insurance documentation, payment information, and other event-specific needs.
• Maintain strong relationships with vendors and venue partners across all markets.

Internal Team Coordination

• Work closely with the Publisher and Event Committee throughout the planning process.
• Assign and track event-day roles and responsibilities in coordination with the Event Committee.
• Partner with Account Executives to understand client commitments, sponsorship deliverables, and event requirements.
• Coordinate with the Marketing Team on promotional campaigns, event materials, signage, giveaways, and other promotional needs.
• Work with the Accounting Department to manage invoices, vendor payments, deposits, reimbursements, and event expenses.
• Communicate with clients and sponsors as needed to coordinate event participation and deliverables.

Budget Management

• Maintain detailed event budgets and track expenses against approved amounts.
• Collect and organize vendor quotes, contracts, invoices, and receipts.
• Coordinate invoice processing and payment requests with Accounting.
• Identify potential budget issues early and communicate them to the Publisher and Event Committee.
• Maintain accurate financial documentation for each event.

On-Site Event Execution

• Travel to company markets as required for events.
• Coordinate and oversee event setup and teardown.
• Serve as an on-site point of contact for venues, vendors, clients, sponsors, and internal team members.
• Confirm that vendors and event partners fulfill agreed-upon responsibilities.
• Manage event timelines and keep programs running on schedule.
• Troubleshoot unexpected issues quickly and professionally.
• Ensure the overall guest, client, sponsor, and vendor experience meets company expectations.

Post-Event Follow-Up

• Coordinate outstanding vendor invoices, payments, and documentation.
• Gather feedback from internal teams, vendors, clients, and attendees when appropriate.
• Evaluate attendance, budget performance, sponsorship commitments, and other event success metrics.
• Prepare post-event summaries for the Publisher and Event Committee.
• Document lessons learned and recommendations to improve future events.

Qualifications

• Previous experience in event coordination, event planning, hospitality, marketing, project coordination, or a related field preferred.
• Strong organizational and project management skills.
• Experience coordinating multiple vendors.
• Strong verbal and written communication skills.
• Comfortable communicating professionally with vendors, venues, clients, sales representatives, and company leadership.
• Ability to manage multiple events, priorities, and deadlines simultaneously.
• Strong attention to detail and follow-through.
• Ability to manage and track event budgets accurately.
• Comfortable negotiating and coordinating vendor pricing, services, and event requirements.
• Ability to remain calm, flexible, and solutions-focused when unexpected issues arise.
• Proficiency with Google Workspace, including Gmail, Google Drive, Docs, Sheets, and Calendar.
• Experience with ClickUp or similar project management software preferred.
• Ability to work independently while collaborating effectively across multiple departments.
• Availability to work flexible hours, including occasional evenings and weekends based on event schedules.
• Ability and willingness to travel to all company markets for events is required.

What Success Looks Like

The Part-Time Event Coordinator keeps every event organized from initial planning through final follow-up. Vendors know where to be and when, internal teams understand their responsibilities, clients and sponsors receive the support they need, budgets and invoices are accurately tracked, supplies and promotional materials arrive on time, and event-day operations run smoothly.

Success in this role means anticipating needs, communicating proactively, maintaining detailed information in ClickUp, and ensuring that no important event detail falls through the cracks.

About Family Resource Group, Inc

About Family Resource Group Inc.

At Family Resource Group Inc. (FRG) , we're more than a publishing company-we're a media, marketing, and technology company on a mission to make communities stronger and businesses more successful.

For more than 35 years, we've helped millions of families discover local resources, events, healthcare providers, schools, camps, and businesses through our trusted magazines, websites, digital platforms, events, and technology. Today, FRG publishes leading family-focused media brands across multiple markets while continuing to expand into new industries through strategic acquisitions and innovative technology.

Our purpose is simple:

• Inform, educate, and be a resource for the communities we serve.

• Make our advertisers wildly successful.

Everything we do supports one of those two goals.

Why Work at FRG?

We're a company of builders, problem solvers, and people who love creating great things together. Whether you're in sales, client success, production, editorial, marketing, technology, or operations, your work has a direct impact on the communities we serve and the clients who trust us.

We believe great people thrive when they have:

• Ownership and accountability
• The freedom to innovate
• Opportunities to learn and grow
• A collaborative team that genuinely enjoys working together
• Leaders who remove roadblocks instead of creating them

We move quickly, embrace change, and are constantly improving our products, processes, and ourselves.

Our Culture

Our culture is built around a few simple principles:

• Family First - Family comes before work, always.
• Take Ownership - We solve problems instead of waiting for someone else.
• Assume Positive Intent - We trust each other and communicate openly.
• Teamwork Wins - We succeed together.
• Client Success Matters - Our clients' success is our success.
• Purposeful Work - We focus on work that creates real impact.
• Have Fun - Work should be challenging, rewarding, and enjoyable.

We're serious about performance, but we don't take ourselves too seriously.

Growth Opportunities

FRG is an entrepreneurial company that continues to grow through innovation, acquisitions, and new technology. As we grow, our team grows with us.

Many of our leaders started in entirely different roles before earning opportunities to lead departments, launch new initiatives, and shape the future of the company.

If you're someone who enjoys learning, taking initiative, and making a difference, you'll find plenty of opportunities here.

Is FRG Right for You?

You'll likely love working here if you:

• Enjoy solving problems.
• Take pride in delivering excellent work.
• Communicate openly and professionally.
• Like moving fast and adapting to change.
• Care about your teammates.
• Want your work to make a real difference.

If you're looking for a place where your ideas matter, your work has purpose, and your career can grow alongside an ambitious company, we'd love to meet you.

Join Family Resource Group Inc. and help us build something that makes a lasting impact-for families, businesses, and the communities we serve.