Event Operations Coordinator

About the role

Responsibilities

• Partner with Sales Operations and the Field Marketing Manager to build targeted invite lists with the right mix of customers, in-pipe prospects, and net-new leads for each event
• Drive RSVPs and ticket confirmations through structured email cadences and direct outreach (phone, LinkedIn, etc.) to hit the goal every time
• Maintain minimum registration and attendance rates
• Quality matters as much as quantity. The goal isn't a full room, it's the right full room
• Execute multi-touch outreach campaigns (email, phone, etc.) to drive RSVPs against event-specific targets
• Manage registration lists and ensure accurate, up-to-date attendee records throughout the pre-event cycle
• Coordinate with Sales to ensure reps are actively supporting outreach efforts for their accounts and prospects
• Own pre-event operational details so that the Field Marketing Manager can focus on strategy, on-site experience, and sales conversion including:
• Ensure attendee travel is booked and act as liaison between attendees and travel agency as needed
• Build and maintain event websites where applicable
• Create and manage registration pages in Cvent
• Build Salesforce campaigns for every event and ensure proper tracking throughout
• Create and deploy all necessary UTMs, web links, and landing pages as needed
• Once the Field Marketing Manager has selected and contracted vendors (swag, activations, venues, etc.), take ownership of all follow-through
• Manage day-to-day vendor communication to ensure deliverables are on time and meet expectations
• Escalate issues to the Field Marketing Manager as needed
• Track and process vendor invoices to ensure timely payment
• Draft and deploy all transactional attendee communications in partnership with the Field Marketing Manager, including:
• Know Before You Go (KBYG)
• Event updates and logistics changes
• Post-event surveys
• Ensure every attendee has the information they need to show up prepared and engaged
• Execute post-event email cadences to support conversion efforts
• Ensure all attendee and response data is accurately logged in Salesforce for pipeline tracking
• Secure survey responses and share this information with the broader leadership team for consideration and analysis