Conference and Educator Events Coordinator

Epic Kids Inc.; United States; Remote; USD 59,000 - 69,000; Full time

Job summary

Epic Kids Inc. is seeking a Conference and Educator Events Coordinator to manage our growing conference calendar from contract to close-out. This remote, 6-month W2 role requires 35–40 hours per week and reports to the Educator Engagement Lead.

You will own end-to-end planning for 10–12 events, handle booth logistics, travel, swag, and sponsor deliverables, and collaborate with marketing and creative teams to deliver engaging educator experiences.

Qualifications

• 3 to 5 years running event, trade show or conference operations end to end.
• Own exhibitor kits, decorator orders, shipping and on-site logistics.
• Track deadlines across several events at once with a clear system (Asana, Monday, Trello, or strong spreadsheets).
• Excellent written and verbal communication with decorators, venues, publishers, hotels and freight carriers.

Responsibilities

• Plan and execute end-to-end conference operations across an annual calendar of 10–12 events.
• Own booth logistics, shipping, vendor coordination, swag and travel for staff and Epic Educator Fellows; track sponsorship deliverables and deadlines.
• Shape the Epic booth by researching display options, coordinating with the creative team, and designing experiences and giveaways that engage educators.
• Drive first-time educator sign-ups and activations through on-site demos and clear onboarding pathways; partner with marketing on pre- and post-event outreach.
• Manage lead capture, post-event reports, and CRM uploads; route contacts to appropriate follow-up sequences.
• Maintain conference timelines in project tools and track budgets against actuals; explore new opportunities based on audience fit.

Skills

Event coordination

Time management

Communication

Remote work

Travel readiness

Tools

Asana

Monday.com

Trello

Excel

Job description

Conference and Educator Events Coordinator

Remote, US

About Epic

Epic Kids is the leading digital reading platform built for kids 12 and under, trusted by millions of children, educators, and families around the world. Our mission is to inspire a lifelong love of reading by providing unlimited access to thousands of high-quality books, videos, and educational content through a safe and engaging experience. We combine technology, storytelling, and learning innovation to help every child become a confident reader.

At Epic, you'll join a collaborative and fast-paced global team passionate about building meaningful products that make a real impact on children's education and literacy.

About the Role

We are hiring a hands-on, detail-driven Conference and Educator Events Coordinator to manage our growing conference calendar from contract to close-out. This is a temporary W2 position for 6 months, with the option to extend, requiring 35 to 40 hours per week. Reporting to the Educator Engagement Lead, the ideal candidate will have 3 to 5 years of event operations experience, a proven ability to manage multiple events simultaneously, and a strong attention to detail to ensure nothing is late, lost, or missing. The target start date is mid-November 2026.

What You Will Own

Conference planning and logistics

Manage end-to-end conference operations across an annual calendar of 10 to 12 events (FETC, TCEA, ISTE, ASU+GSV, NCTE, BETT and others), with several shows in planning at once. Own booth logistics, shipping, vendor coordination, swag and giveaway procurement, and travel for staff and Epic Educator Fellows. Track sponsorship deliverables and deadlines.

Booth design and educator experience

Help shape the next version of the Epic booth: research display and signage options, vendors and costs, and coordinate with our creative team on the look. Design booth experiences and giveaways, like our Educator Box, that pull educators in and leave a strong impression. Coordinate recognition moments that build goodwill with the educator community.

New user and educator outreach

Drive first-time educator sign-ups and activations through on-site demos, hands-on experiences, and clear onboarding pathways. Partner with marketing on pre-event outreach and post-event nurture to convert conference contacts into active users.

Lead capture and follow-through

Own badge scan setup, contact deduplication, and CRM upload. Build structured post-event reports tracking reach, engagement quality, and new user metrics. Route contacts to the right follow-up sequences based on educator type and interest level.

Project tracking and budget management

Maintain conference timelines in Asana. Track budgets against actuals and reconcile expenses. Research new event opportunities based on audience fit and potential for educator reach, not just attendance numbers.

What a Typical Show Looks Like

3 days on the floor, a 10x10 or 10x20 booth, 2 to 3 Epic staff and 2 Fellows, 1 sponsored session, 1 or 2 author signings, an Educator Box giveaway, and a lead target.

Planning starts about 12 weeks out and wraps 30 days after the show, with the busiest stretch in the final 6 weeks.

Shows come a few weeks apart, so you will usually have two or three in flight at once.

Who We Are Looking For

Required

3 to 5 years running event, trade show or conference operations end to end, in any industry. You have owned exhibitor kits, decorator orders, shipping and on-site logistics yourself, not just supported someone who did.

A track record of hitting deadlines across several events at once, with a system you can show us (Asana, Monday, Trello, a very good spreadsheet).

Comfortable on the phone and in email with decorators, venues, publishers, hotels and freight carriers, and clear enough in writing that a status update is four bullets, not four paragraphs.

Careful with money: order forms, card authorizations, receipts and budget reconciliation are done right the first time.

Remote and self-directed, with reliable overlap with Eastern and Pacific time.

Able to travel to 2 to 4 shows a year for on-site support (about 10 to 15 percent).

Nice to Have

EdTech, K-12 or education conference experience (ISTE, FETC, TCEA, NCTE, state affiliates).

Experience sourcing booth displays, graphics or signage, or working with a creative team on event materials.

Lead retrieval and post-event lead workflows (badge scanners, deduplication, CRM or Iterable uploads).

Swag and print vendor management.

Comfortable using AI tools like Claude or ChatGPT in your day-to-day work.

Compensation

$43 to $50 per hour

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Epic Kids Inc.'s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.