Events Coordinator

Events Coordinator (Seminars & Workshops) The Retired Living Truth Seminar Series () is a monthly educational seminar program serving seniors and pre‑retirees in the Reno area. We are seeking a detail‑oriented, energetic, and organized seminar coordinator to join our team on a part‑time basis. This person will be the operational backbone of our monthly events, taking ownership of logistics, marketing support, vendor coordination, and day‑of execution so that our seminars and workshops run smoothly and professionally from start to finish.

This role is ideal for someone who thrives on checklists, loves event logistics, is comfortable with technology tools, and takes pride in delivering exceptional experiences.

• Maintain and update event listings on the RLTS website & Facebook.
• Manage and execute email marketing campaigns (currently using Mail Chimp), including replicating past campaigns, updating content and registration links, and sending test emails for approval.
• Post events to local online calendars.
• Send promotional emails to Education Partners and speakers, encouraging them to share the event with their databases.
• Track inventory of seminar materials (binders, binder inserts, name badges, evaluation forms, printed collateral), and place reorders as needed.
• Prepare sign‑in sheets, print nametags in alphabetical order, and print all event materials (handouts, evaluation forms, flyers, binder inserts, moderator cards) in the correct quantities.
• Assemble in‑person attendee binders and panelist packets (thank‑you notes, schedules, tear sheets).
• Create and maintain a calling list from RLTS registrations; send event reminder text messages using the texting system, send event email reminders, make needed confirmation calls to in‑person attendees, and manage the waitlist.
• Update the Day‑of Task & Volunteer Assignment sheet; confirm all day‑of helpers, mic runners, ushers, door prize assignments, and partner roles.
• Coordinate with the venue on estimated attendance, room setup, A/V needs, microphone requirements, and floorplan approval.
• Prepare and pack all seminar materials according to the established “Items to Pack” checklist, including banners, cameras, tripods, signage, and printed materials.
• Update the Education Partner presentation slide carousel, generate the Education Partner video file, and insert it into the opening presentation.

• Arrive by 8:15 AM to oversee and assist with full venue setup, including directional signs, RLTS banners, stage chairs, table arrangements, and all education partner table displays.
• Set up the check‑in table with sign‑in forms, alphabetized nametags, RLTS schedules, binders, and appropriate signage.
• Conduct an attendee headcount and track it in the summary spreadsheet.
• Brief, coordinate, and confirm mic runners and ushers; ensure all volunteers understand their protocols.
• Take photos and video of the event according to the established photo/video checklist.
• Retrieve and pack up all directional signs, equipment, and materials at the conclusion of the event.

• Send thank‑you emails to panelists and post event photos/recap to Facebook.
• Copy video and audio recording from devices and make available to our video editor. Once complete, upload to You Tube and make available on the RLTS website.
• Scan, save, and process in‑person evaluation forms.
• Download and process the attendee registration list; update the master Excel workbook with attendance, no‑show, and registration data.
• Import new attendees and registrations into the CRM.
• Prepare and print follow‑up envelopes and letters for attendees and no‑shows; coordinate mailing with schedules.
• Register attendees who opted in for the next seminar.
• Update the attendance summary spreadsheet.
• Make post‑seminar follow‑up calls per the established calling priority script.

• Assist with annual preparation tasks, including creating Canva graphics, updating the RLTS website with new seminar topics and write‑ups, and coordinating education partner communications.
• Support education partner onboarding and renewal communications as directed.
• Assist with workshop and…