Senior Event Coordinator

Description

This role oversees the comprehensive management of the attendee experience, beginning with participation in planning sessions, distribution of invitations, development and deployment of event sites and mobile applications, to providing onsite support and facilitating post‑event surveys and debriefs with the planning team for high‑profile meetings and events. The position requires direct, hands‑on expertise with Cvent and Spot Me platforms, involving the design and administration of complex registration websites, data and reporting oversight, creation of dynamic mobile apps, and executing onsite registration and mobile app engagement.

Effective collaboration with event managers, vendors, and business stakeholders is critical to ensure flawless event execution, alongside continuous improvement of templates and processes to elevate team standards. Success in this role is defined by swift and accurate builds, reliable data management, high levels of mobile application engagement, and well‑documented cost savings.

Responsible for managing all communications with event attendees throughout the entire event lifecycle, starting with the invitation process and continuing through post‑event follow‑up. This includes sending invitations, maintaining ongoing event communications, and providing guidance to attendees regarding travel arrangements and registration processes during the registration period. Acts as the primary point of contact onsite for attendee inquiries related to event information and logistics.

Expertly builds and designs complex Cvent registration sites for assigned event programs, effectively managing multiple timelines and priorities. This includes handling registrant data, integrating custom graphics, and creating various attendee types and registration paths to optimize the user experience. Drives deadlines for registration deliverables and communication dates, oversees testing, and ensures a seamless site launch.

Manages all aspects of onsite registration for events ranging from 50 to 1,000 attendees. Oversees the creation and distribution of both physical and digital event materials. Collaborates with third‑party partners to implement on‑demand registration solutions for larger events, offering both self‑service and full‑service options depending on program requirements. Responsible for training and managing local event support staff on registration processes and event information.

Develops and manages mobile apps for assigned event programs, leveraging the full spectrum of app features including content management, agenda creation, gamification elements, streaming, and networking capabilities. Proactively recommends app functionality that aligns with event objectives and implements approved features to ensure a seamless attendee experience. Responsible for app testing, launch, and troubleshooting attendee issues, and partners with mobile app providers to deliver advanced services such as broadcast events.

Continuously identifies opportunities to improve processes and implements solutions within the attendee management team and across project teams. Utilizes Cvent and other available technologies to streamline attendee‑facing processes. Regularly trains on new event technology features and incorporates innovative ideas into the Attendee Management space.

Manages onsite registration functions and mobile app activities, including communications to attendees, gamification features, and technology troubleshooting via the help desk. Oversees third‑party registration providers and freelance staff, ensuring adherence to registration desk processes and service standards. Manages transportation and supports attendee activity logistics and pre‑arrival functions. Provides anticipatory service to attendees, directly impacting attendee satisfaction. Responsible for setting up and tearing down the event office, ensuring…