Event Coordinator

Headline Inc.; Denver (CO); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Competitive salary

Career growth

Health benefits

HSA/FSA options

Life insurance

PTO

Travel opportunities

Training programs

Job summary

Headline Inc. in Denver seeks an experienced Event Coordinator to lead the execution of festivals, concerts, and large-scale activations.

You will partner with sponsors, manage vendors and staff, coordinate timelines and budgets, and ensure flawless on-site delivery for client activations.

This role requires strong organization, clear communication, and willingness to travel for major events throughout the year.

Qualifications

• Proven experience coordinating large-scale festivals and concerts.
• Experience managing sponsors and partnerships and advancing activations.
• Strong understanding of event permitting processes and regulatory compliance.
• Experience staffing, including recruiting, scheduling, and managing personnel.
• Excellent organizational and multitasking abilities; able to manage multiple projects.
• Strong communication and collaboration with clients, vendors, and teams.
• Flexible hours including evenings, weekends, holidays; willingness to travel.

Responsibilities

• Support all aspects of event production from planning to completion.
• Coordinate sponsor activations and ensure deliverables meet contracts.
• Advance sponsorship needs with managers and ensure planned support.
• Obtain permits and ensure regulatory compliance.
• Coordinate logistics, timelines, and vendor deliverables.
• Develop budgets and track expenses for cost-effective execution.
• Oversee inventory and warehouse organization of equipment.
• Recruit, schedule, and manage event staff and on-site coverage.
• Oversee transport, load-in/out, setup, and on-site operations.
• Develop operational processes to improve efficiency.
• Identify risks and implement mitigation; ensure safety protocols.
• Assist in proposals with detailed logistics and budgets.
• Conduct post-event evaluations and gather client feedback.

Skills

Event coordination

Vendor coordination

Staffing

Client management

Budgeting

Organization

Communication

Problem solving

Job description

Headline Inc. is a leading event production company specializing in festivals, concerts, and other large-scale events throughout the year. Based in Denver, our expertise lies in creating unforgettable experiences, particularly in outdoor settings. We take pride in our dynamic team and collaborative approach to producing exceptional events.

Position Overview:

Headline Inc. is seeking a skilled and experienced Event Coordinator to join our team. This role is critical in supporting the execution a variety of festivals, events and client activations. The ideal candidate will have a strong background in event logistics, vendor coordination, staffing, and client management. This is an exciting opportunity to lead major projects and contribute to the success of a fast-paced event production company.

Responsibilities:

• Support all aspects of event production, including festivals, concerts, and large-scale activations, ensuring smooth execution from planning to completion.
• Serve as a point of contact for sponsors and event partners, ensuring their activations are properly executed and all deliverables are met.
• Work with managers on advancing sponsorship activation needs, ensuring all requirements are planned and supported.
• Work with permitting agencies and local authorities to secure necessary event permits and support compliance with regulations.
• Collaborate with internal teams, clients, and vendors to coordinate event logistics, timelines, and deliverables.
• Develop, coordinate, and adhere to event budgets, tracking expenses and ensuring cost-effective execution.
• Oversee inventory and warehouse organization, ensuring all event equipment and materials are accounted for, maintained, and properly stored.
• Identify, negotiate with, and manage vendor relationships to ensure high-quality services and competitive pricing.
• Recruit, schedule, and communicate with event staff, ensuring appropriate coverage and effective on-site support.
• Coordinate all logistical aspects of events, including transportation, load-in/load-out, equipment setup, and on-site operations.
• Develop and implement operational processes to improve efficiency and streamline event execution.
• Identify potential risks and implement mitigation strategies, ensuring all events adhere to safety protocols and industry standards.
• Assist in the development of event proposals, providing detailed logistics, budgets, and creative solutions for prospective clients.
• Conduct post-event evaluations to assess performance, gather client feedback, and identify areas for improvement.

Requirements:

• Proven experience in event coordination, with a strong background in large-scale festivals and concerts.
• Experience managing sponsors and partnerships, advancing sponsor activations, and ensuring their contractual needs are met.
• Strong understanding of event permitting processes and regulatory compliance.
• Experience in staffing, including recruiting, scheduling, and managing event personnel.
• Excellent organizational and multitasking skills, with the ability to manage multiple projects simultaneously.
• Strong communication and interpersonal skills, with the ability to effectively collaborate with clients, vendors, and internal teams.
• Ability to problem-solve and adapt to high-pressure situations in fast-paced environments.
• Willingness to work flexible hours, including evenings, weekends, and holidays, based on event schedules.
• Ability to travel for events, including out-of-state travel as needed.

Benefits:

• Competitive salary at $60,000 – $70,000 based on experience
• Performance-based incentives and opportunities for career growth
• Comprehensive health benefits including medical, dental, and vision insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Life insurance and disability coverage
• Paid time off and flexible scheduling
• Travel opportunities to major events and festivals
• Access to training programs in security, health and safety, project management, and risk assessment