Austin Events Coordinator

Position Summary:

The Austin Events Coordinator is responsible for planning, coordinating, and overseeing g3 Games events across the Austin area. This includes regular tabletop game gatherings, pool and billiards nights, and other special events designed to bring the community together.

The Austin Events Coordinator ensures that events are well-organized, welcoming, safe, and aligned with the mission of helping individuals connect through play. This role collaborates closely with the Assistant Director of Events, Executive Director, volunteers, and community partners to create meaningful and high-quality experiences.

This role is ideal for someone who loves bringing people together and creating warm, inclusive community spaces, and enjoys planning, organizing, and hosting events of various sizes.

Key Responsibilities:

• Event Planning & Coordination
  • Plan and coordinate a consistent calendar of g3 Games events in the Austin area.
  • Select event venues, confirm reservations, and maintain relationships with partner businesses and community spaces.
  • Ensure events are inclusive, accessible, well-organized, and aligned with g3 Games’ connection-driven philosophy.
  • Develop event themes, schedules, and activity structures (e.g., game tables, introductions, demos, icebreakers).
  • Create event briefs, checklists, and setup/teardown plans.
• On-Site Event Management
  • Attend and oversee in-person Austin events, serving as the primary point of contact for attendees, volunteers, and venue partners.
  • Ensure event setup is smooth and efficient, including signage, materials, game layouts, and safety considerations.
  • Provide warm and welcoming introductions to new attendees, helping foster a sense of comfort and belonging.
  • Troubleshoot issues during events and ensure participant safety, inclusion, and positive engagement.
• Volunteer Coordination
  • Work with the Volunteer Manager to recruit, onboard, and support event volunteers.
  • Provide volunteers with clear role expectations.
  • Ensure volunteers have the tools and guidance they need to succeed at events.
  • Create a positive, appreciative volunteer culture.
• Community Engagement & Communication
  • Build strong relationships with community members and serve as a friendly, consistent presence at events.
  • Answer event-related questions and connect attendees with relevant resources.
  • Work with the Communications Lead to share event details, photos, and recaps.
  • Gather feedback from participants and share insights for ongoing improvement.
• Event Administration & Logistics
  • Maintain an up-to-date event calendar and coordinate scheduling with organizational leadership.
  • Track attendance, event metrics, volunteer participation, and supply needs.
  • Manage event materials, including game libraries, sign-in sheets, name tags, and signage.
  • Collaborate with the Finance Manager regarding event-related expenses.
• Special Projects & Collaborations
  • Support special events such as annual gatherings, fundraisers, theme nights, and large community meetups.
  • Work closely with other teams (Programs, Community Affairs, Operations) when events overlap.
  • Contribute creative ideas for new event formats that support g3 Games’ mission of helping people gather, game, and grow.

Qualifications

• Required
  • Strong passion for g3 Games’ mission and the belief that play builds community.
  • Excellent interpersonal, communication, and hospitality skills.
  • Experience coordinating or hosting events (volunteer or professional).
  • Ability to create welcoming, inclusive environments for diverse groups.
  • Strong organizational and multitasking skills.
  • Comfort facilitating social settings and engaging with attendees.
  • Regular availability on evenings and weekends for Austin-based events.
• Preferred
  • Familiarity with tabletop gaming and community gaming culture.
  • Experience working with volunteers or supporting community-based programs.
  • Knowledge of Austin event spaces or hospitality venues.
  • Prior experience with nonprofit organizations.

What You’ll Gain

• Practical experience in event coordination and community engagement.
• Leadership opportunities within a growing nonprofit.
• The satisfaction of helping people build friendships and belonging through intentional play.
• A welcoming and enthusiastic community to grow alongside.