Events/Registration Coordinator

Position Responsibilities The Events Coordinator is responsible for preparing and coordinating logistics for the Association’s event offerings, including conferences, specialty group meetings, networking activities, private dinners, educational classes, and webinars. The association produces 30+ events per year, across the country and locally in DC, with attendance ranging from 20-800 people. This position functions as part of the Events Team and is responsible for a subset of those events. This position requires an experienced, highly organized, detail-oriented individual who can work independently, in a supporting role, and as part of a team. Essential Job Functions Assist in the planning and execution of the Association’s event offerings. Manage event registration, including creating the online event registration form, monitoring registrations for accuracy, completeness, adherence to requirements and capacity limits, creating and maintaining registration lists, as well as assisting with registration needs for VIPs, speakers, and sponsors. Coordinate pre-event meetings and calls with member planning councils, including scheduling, providing summaries, and performing follow-ups. Speaker and faculty coordination to include scheduling pre-planning calls, collection of bios, headshots, presentations, and other event-related logistics and follow-ups. Perform venue selection and logistics, including food and beverage orders and guarantees, AV and room set-up, as well as developing and adhering to the budget for assigned events. Produce name badges, signage, and on-site materials. Maintain and adhere to event planning documents, checklists and deadlines. Perform on-site registration and logistics duties to include registration desk support, mic running, set-up/tear down/packing of materials, and general event assistance as needed. Assist in the execution of the Association’s private, pre-scheduled meetings opportunities for specific industry groups, including set-up and maintenance of the proprietary platform and on-site coordination. Collaborate internally with members of the marketing, membership, and government teams as related to association events. Maintain the inventory of event-related items and order supplies and promotional items. Organize and schedule shipment of materials to/from events. Perform post-event follow-ups, including survey administration, invoice processing, distribution of conference materials and presentations, processing cancellations and refunds. Maintain event-related attendee statistics, as well as registration pacing and housing reports. Respond to general association and event-related inquiries and regularly engage with Association members. Serve as back-up to other Events Coordinators. Other projects and responsibilities as assigned. Working Conditions Office is located in Class A office building in downtown Washington, DC In-office work a minimum of 3-4 days per week, with telework 1-2 days a week, subject to change. A professional, fast paced environment Travel is required – all domestic Occasional work outside regular business hours leading up to and during events is likely Events occur both locally and across the country What We Offer Competitive salary and benefits package, including Health Insurance, Dental Insurance, Life Insurance and 401(k) Collaborative work environment fostering innovation and creativity Support for professional development and growth opportunities Convenient location near public transportation Education and Experience Requirements Bachelor’s Degree, required 3-5 years of experience in event planning or coordination required Experience working in a professional office environment; Trade or Professional Association experience, preferred. Experience with Aventri, Salesforce, Cvent or other event registration platform Experience with GrowthZone or another Association Management System, preferred. Proficiency with Microsoft Office software (Word, Excel, PowerPoint, Teams, Outlook, and Copilot). Positive, enthusiastic attitude and customer-oriented demeanor. Ability to organize, prioritize, initiate, and coordinate multiple tasks and projects to meet deadlines. Strong work ethic. Excellent oral and written communication skills. Ability to travel and attend 6+ events per year. Desire for professional growth, development, and a passion for earning success. Salary is commensurate with experience and job role. Bonus is subject to performance.PandoLogic. Category:Administrative, Keywords:Event Registration Specialist, Location:Washington, DC-20402