Events Coordinator

Job Description

Job Description

About APCO

You may have never heard of APCO. Let us introduce ourselves! We are the Association of Public Safety Communication Officials with 45,000+ members across the nation. Founded in 1935, APCO International is the world’s oldest and largest organization of public safety communications professionals. Our members manage, operate, build and support emergency communications systems for law enforcement, fire, emergency medical and other public safety agencies.

About the Team

Join a group of skilled event professionals who are committed to the events industry. Through innovation, communication, and collaboration we plan and execute 4 to 5 annual events each year. Our Annual Conference & Expo brings together more than 6,000 public safety communications professionals, along with hundreds of exhibitors, sponsors, speakers, and industry partners from across the country.

You will join a supportive team that highly values life inside and outside of the organization. You’ll have a chance to travel occasionally, let your creativity shine and work within a dynamic team culture. We want YOU to join our team and are so excited to meet you!

Who Should Apply

Are you ready to take the next step in your career? Are you passionate about events? We’ll help you advance your career with the knowledge and skills you’ll need to succeed.

We’re looking for a dynamic, engaging event professional who is highly organized, detail-oriented, motivated, and ready to jump in wherever needed. You’re a self-starter with superior time management skills and the ability to set priorities, meet deadlines, and manage multiple projects in a fast-paced, changing environment.

Whether you’re a recent graduate or an experienced event professional, this is a great opportunity to work on large-scale, city-wide event and build your career in the association and events industry. This is a hands-on role that requires attention to detail, and the ability to self-manage and work well within a small team.

About the Role

The Events Coordinator will play an integral role in planning and executing APCO events while supporting sponsor fulfillment and attendee experience across the event portfolio. The Events Coordinator will work closely with the entire team and report to the Director of Events. This is an in-office position located in Daytona Beach, Florida.
The following are general descriptions of the essential job tasks of the position. Other related tasks may be assigned as necessary and appropriate.

You’ll have the opportunity to take ownership of assigned event programs from planning through onsite execution, while working closely with internal teams, sponsors, vendors, and attendees.

• Oversees and manages, in conjunction with transportation provider, attendee transportation for the Annual Conference & Expo. 
• Manages the Annual Conference & Expo mobile app in coordination with the app provider, overseeing content, schedules, updates, notifications, and other event information to ensure a seamless attendee experience.
• Manages Annual Conference & Expo housing in conjunction with APCO’s housing provider, including monitoring room blocks, assigning VIP reservations and handling special accommodations and requests.
• Coordinates Annual Conference & Expo volunteers including updating online scheduling system and serve as main contact for conference host committee.
• Coordinates speakers, serving as a primary point of contact for communications, deadlines, session materials and onsite needs.
• Oversees deliverables for all sponsors and corporate partners. Monitors and tracks deliverables, follows-up on outstanding items, seeks sponsor approval and works with appropriate vendors to finalize. 
• Communicates sponsor logistics and deadlines for all events to sponsors. Requests and maintains all sponsor logos, web URL’s, graphics, etc. for signage, communications, and onsite implementation.
• Obtains pricing on sponsored promotional items such as attendee bags, notebooks, etc. 
• Serves as main department contact for all customer service inquiries through View email address on us.fitly.work.
• Coordinates event materials, invitations, surveys, programs, meeting supplies, and shipments to ensure events are prepared and executed seamlessly. 
• Contributes creative ideas for event marketing campaigns, email communications, and social media while supporting the execution of the department’s marketing calendar.
• Works closely with staff and vendors on various projects as assigned. 
• Performs related duties and responsibilities as required.

What you Bring

• Bachelor’s degree in Event Management or a related field and/or relevant experience in meeting planning, events, hospitality, association management, or a related field. Internship, volunteer, or academic event-planning experience will be considered.
• Strong organizational and project management skills with exceptional attention to detail. 
• Excellent verbal and written communication skills. 
• Ability to manage multiple projects, priorities, and deadlines in a fast-paced environment. 
• Strong interpersonal skills and the ability to build relationships with sponsors, vendors, attendees, volunteers, and colleagues. 
• Self-motivated, proactive, and comfortable working independently and as part of a team. 
• Proficiency with Microsoft Office and Outlook; experience with event management or association technology platforms preferred. 
• Strong problem-solving skills and the ability to remain calm under pressure. 
• Familiarity with tradeshows, conferences, and/or association events preferred. 
• Cadmium, Asana, Maritz and/or Fonteva experience a plus. 
• Ability to work in a fast-paced convention environment, including extended periods on your feet and early mornings, evenings, and weekends during major events.
• Ability and willingness to travel approximately 10-15% annually.