Rawhide Western Town- Event Coordinator

Job Description

Job Description

Summary:

The Event Coordinator is responsible for overseeing the planning, coordination, and on-site execution of events while managing all aspects of vendor, exhibitor, and sponsor participation. The Event Vendor Coordinator leads vendor recruitment efforts, supports marketing and promotional initiatives, manages documentation and logistics, and serves as the primary contact for vendors throughout the event lifecycle. This position ensures that events are well-organized, vendor relationships are maintained, and revenue goals tied to vendor and sponsorship participation are supported.

Responsibilities:

Event Coordination:

• Plans, organizes, and executes events from initial concept to completion, ensuring all timelines, budgets, and logistics are clearly managed.
• Works closely with internal departments, venues, suppliers, and contractors to align event needs and deliverables.
• Develop event layouts, floor plans, production schedules, and run-of-show documents.
• Oversee event setup, vendor load-in and load-out, and provide direct on-site coordination during events.
• Ensures events meet all required permits, safety standards, and health regulations.

Vendor Sales & Sponsorship Management:

• Manage outreach, communication, and recruitment efforts to secure vendors, exhibitors, and sponsors for scheduled events.
• Creates vendor and sponsorship packages that align with event goals.
• Negotiate terms, pricing, and agreements with vendors and sponsors to support event participation revenue.
• Tracks and supports achievement of event-related vendor and sponsorship revenue targets.

Vendor Coordination & Support:

• Serves as the primary point of contact for vendors before, during, and after each event.
• Manages vendor documentation including applications, contracts, insurance, and payments.
• Assigns and confirms booth spaces, and prepares vendor logistics guides, schedules, and event-day instructions.
• Addresses vendor questions, concerns, and needs promptly to ensure a professional and accommodating experience.

Marketing & Promotional Support:

• Collaborate with the marketing team to promote vendor and sponsor opportunities for upcoming events.
• Contributes vendor-related content for marketing campaigns, social media features, and event promotions.
• Ensures vendor and sponsor deliverables are accurately represented in event signage, branding, and materials.

Post-Event Duties:

• Collects and reviews of vendors and sponsor feedback through surveys or post-event discussions.
• Compiles participation data, event performance insights, and vendor/sponsor ROI information.
• Provides recommendations to improve future events, vendor experiences, and operational processes.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.