Position Summary
We are seeking a highly organized and detail-oriented Event Coordinator to manage and execute events from planning through completion. This independent contractor role is responsible for coordinating logistics, vendor communication, timelines, staffing, and onsite event management to ensure successful event execution and exceptional client experiences.
The ideal candidate is proactive, professional, capable of working independently, and experienced in coordinating corporate, hospitality, promotional and private events.
Classification
This position is classified as an Independent Contractor (1099) and is not an employee role. The contractor is responsible for their own taxes, insurance, and business expenses unless otherwise agreed upon in writing.
Key Responsibilities
- Plan, coordinate, and execute events from inception to completion. See attached list of current Association events.
- Communicate with clients regarding event expectations, schedules, and logistics
- Coordinate vendors, venues, caterers, entertainment, rentals, and staffing
- Create and maintain event timelines, checklists, and run-of-show documents
- Ensure that all sponsor deliverables are met and that sponsor recognition and satisfaction with every event is high.
- Monitor event budgets and track expenses
- Conduct venue walkthroughs and pre-event planning meetings
- Manage event setup, execution, and breakdown onsite
- Troubleshoot issues quickly and professionally during events
- Ensure all event deliverables are completed on time
- Maintain professional relationships with vendors and clients
- Provide post-event summaries and feedback reports when requested
Qualifications
- Previous experience in event coordination, hospitality, marketing, or project management preferred
- Strong organizational and multitasking skills
- Excellent verbal and written communication abilities
- Ability to work evenings, weekends, and flexible hours based on event schedules
- Ability to manage multiple projects simultaneously
- Reliable transportation and ability to travel to event locations as needed
Preferred Experience
- Corporate meetings/events and conferences
- Hospitality or restaurant industry events, including culinary competitions
- Weddings and/or Fundraising Dinners & Galas, private events
Current Association Events
- Corporate meetings – two per year
- Cooking competitions - High school student competition; Four different off site competitions, 5-7 chefs competing in each, in a non-kitchen environment
- Awards Gala for 600+ attendees
- One Day Conference for 150 attendees
Compensation
- Compensation may be structured as hourly, per-event, project-based pay or monthly - to be agreed upon by the Association and the Independent Contractor prior to the execution of any agreement.
- Payment terms will be outlined in the independent contractor agreement
Independent Contractor Requirements
Contractor must:
- Maintain an active business entity or operate as a sole proprietor
- Submit invoices for completed work
- Provide their own equipment, phone, and transportation unless otherwise arranged
- Carry any required licenses or insurance applicable to their services
Pay: $60.00 - $75.00 per hour
Work Location: Hybrid remote in Columbia, MD 21046
