Events Coordinator
The State Chamber of Oklahoma
Role Description
We are seeking an Events Coordinator to join our team in a full-time, on-site role based in Oklahoma City, OK. The Events Coordinator will be responsible for planning, coordinating, and managing all aspects of the organization’s events, including logistics, vendor relations, and on-site execution. The role involves working closely with internal teams and external vendors to ensure events are well-structured, meet organizational goals, and provide an excellent experience for attendees.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Event Planning
- Develop and maintain an event planning process with timelines, responsibilities, decision-making authority outlines, etc. while working with senior management to ensure all departments' needs are represented.
- Work with management to determine event themes and needs.
- Assist in the site-selection process by finding and recommending new venues that align with our event goals and growth.
- Keep the master file for each event, including promotional materials, guest lists, budgets, etc. for comparative and historical purposes.
- Ensure the visual quality and brand cohesiveness of all events and event-related materials, in coordination with the Communications Department and any external vendors.
- Maintain the branding event guide for all annual State Chamber events and ensure all branding materials are stored appropriately.
- Collaborate with Communications Department to create and implement a marketing strategy for each event, including email invites, weekly newsletter content and social media posts.
- Work with the senior management team to develop new event opportunities for the State Chamber that offer added value to our members.
Event Management
- Assist with all subcontracting work needed for each event, including catering, audio/visual (AV) needs and decorations; serve as on-site coordinator with event vendors and meeting venues.
- Track and report expenses to make sure the event stays within the set budget.
- Research prospective speakers for review by management; book approved speakers.
- Coordinate speaker logistics including travel arrangements, bios, photos, presentation needs, etc.
- Contact speakers prior to the event to ensure they have all the logistical information (event time, location, speaking time and topic, parking, etc.)
- Keep agendas up-to-date and work with appropriate staff to ensure the most accurate agenda is used on all materials.
- Gather all relevant information for agendas (venue addresses, correct spelling of names and titles, etc.)
- Create a concise staff assignments document for each event so employees are aware of expectations and pertinent information.
- Assist Communications Department in script planning, development and review.
- Conduct a thorough review of each event script compared to the staff assignments to ensure all details are assigned and tasks completed onsite.
- Oversee room and furniture configuration and enlist relevant staff to assist as needed.
- Research each event location ahead of time to know where signage is allowed, if logos can be included, where signs need to be placed to ensure clarity for attendees, etc.
- Prepare event materials including attendee name tags, programs, seating charts, registration lists, gift bags, scripts, etc.
- Work with Membership Department to create, market and sell sponsorships for each event. Serve as sponsor liaison, ensuring all sponsorship fulfillment is carried out, per agreements.
- Ensure that events are running on time, and if they aren’t proactively address ways to get the event back on time.
- Understand the AV needs for each meeting and be ready and available to run the AV, if necessary.
- Create/maintain State Chamber event and sponsorship webpages regularly.
- Create and maintain event registrations in member database.
- Create and maintain State Chamber events on mobile app platform, ensuring that pertinent information is available on the app for all attendees to access.
Event Follow-Up and Debrief
- Work with appropriate staff to conduct surveys following each event to determine what members want and what changes need to be made in the future; compile results for senior management’s review during debrief meeting.
- Ensure thank you cards are sent to all speakers, meeting venue and vendors, and sponsors at the conclusion of each event.
- Take notes at all event location walk-throughs and provide a recap to others as appropriate.
- Create a post-event report that includes all input on suggested changes for the next year’s event. Save for the following year, to be reviewed prior to planning event.
- Ensure that all venue and vendor invoices have been submitted for payment, follow up with registrants with outstanding invoices for prompt payment and reconcile event budget.
KNOWLEDGE, SKILLS and ABILITIES
- This level of knowledge is normally acquired through completion of a bachelor’s degree or 4 years equivalent work experience.
- Previous experience in event management, project management and/or communications preferred.
- Event management experience, including contract negotiations.
- Ability to multi-task, stay organized and meet deadlines
- Good interpersonal, verbal and written communication skills.
- Ability to handle multiple tasks in a competent and professional manner.
WORKING CONDITIONS
Typical working conditions associated with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position. Work is normally performed in a climate-controlled environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases are very limited. Noise level is moderate and includes sounds of a normal office environment. No environmental hazards are encountered in performance of normal job duties. Travel may be required. Driving may be required.
ABOUT US
The State Chamber of Oklahoma is a private, membership-based advocacy organization that has championed the interests of Oklahoma businesses since 1926. The Chamber works to drive legislative initiatives that foster economic growth and create a pro-business climate statewide. Through strategic partnerships, resources, and coalitions, the organization ensures a strong voice for the business community. Located in Oklahoma City, it remains a trusted advocate for advancing the state’s economy.
