Event Coordinator

Kansas Traffic Safety Resource Office; Lawrence (KS); On-site; USD 40,000 - 55,000; Full time

Job summary

Kansas Traffic Safety Resource Office is seeking an Event Coordinator to plan and coordinate multiple conferences and events, including logistics, vendor relations, and sponsorship management. The role requires strong written and verbal communication and meticulous attention to detail, with ability to collaborate with internal and external partners.

Responsibilities include managing budgets, contracts, registration, speaker logistics, promoting sponsorships, and evaluating events for

Qualifications

• Experience in planning and coordinating conferences/events.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and collaborate with partners.

Responsibilities

• Consults with internal and external partners to determine objectives and outcome requirements for events.
• Manages conference vendor, service provider, and sponsorship relationships.
• Negotiates and executes contracts, utilizing RFP processes.
• Coordinates speaker logistics including research, outreach, and database maintenance.
• May assist with developing event topics and choosing featured speakers.
• Designs and implements efforts to publicize events and promote sponsorships.
• Develops and executes recruitment plans to engage participants.
• Manages event and conference budgets, coordinating with program directors and managers as needed.
• Reviews event invoices for accuracy and approves payments.
• Researches and selects conference app platforms and content.
• Creates content for web presence and social media posts for each event.
• Plans, manages, and implements registration of event participants.
• Coordinates services for events (accommodation, transportation, AV, catering, signage, etc.).
• Inspects event facilities to meet expectations.
• Designs, produces, orders, and organizes conference materials.
• Follows fire and health department safety protocols.
• Conducts post-event evaluations to identify improvements.
• Maintain records and reporting of attendance, budgets, etc.
• Resolves conflicts and handles participant concerns.

Skills

Event planning

Communication

Attention to detail

Job description

Location

• **This position may be located in Wichita OR Lawrence ORTopeka**

The Event Coordinator has a clear understanding of event planning and coordinating logistical pieces of multiple conferences/events. The Event Coordinator is flexible and can work collaboratively with different partners (both internal and external), managing competing priorities.

They have a high level of attention to detail and are a strong communicator in writing, in person, and virtually.

Conferences

• Oklahoma Teen Conference (February/March)
• Child Welfare Conference (February)
• Child Passenger Safety Technician Update (March)
• DCCCA Foster Family Conference (April)
• Leading Causes of Life 5k and Festival (April/May)
• Kansas Suicide Prevention Coalition (May)
• Kansas Youth Advisory Council Summer Conference (June)
• Summer Sendoff (August)
• Kansas Home Visiting Conference (September)
• Kansas Regional Youth Workshops (September)
• Recovery Month Celebrations (September)
• DCCCA United (September)
• Douglas County Youth Empowerment & Prevention Kickoff (September)
• Kansas Opioid and Stimulant Conference (December)
• Kansas Traffic Safety Teen Conference (November)

Key Responsibilities

• Consults with internal and external partners to determine objectives and outcome requirements for events, such as meetings, conferences, and conventions
• Manages conference vendor, service provider, and sponsorship relationships
• Negotiates and executes contracts, utilizing Request For Proposal (RFP) processes
• Coordinates speaker logistics including, but not limited to, research, outreach, and database maintenance
• May assist with developing event topics and choosing featured speakers
• Designs and implements efforts to publicize events and promote sponsorships
• Develops and executes recruitment plans to engage participants
• Manages event and conference budgets, coordinating with program directors and managers as needed
• Reviews event invoices for accuracy and approves payments
• Researches and selects conference app platforms and content
• Creates content for web presence and social media posts for each event
• Plans, manages, and implements registration of event participants
• Coordinates services for events, such as accommodation and transportation for participants, facilities, audio-visual equipment, catering, signage, displays, special requirements, printing, and event security
• Inspects event facilities to ensure they meet expectations
• Designs, produces, orders, and organizes conference materials
• Follows fire and health department safety protocols
• Conducts and reviews post-event evaluations to determine how future events could be improved and implements improvements as appropriate
• Maintain records and reporting of various event aspects, such as attendance, budgetary details, etc.
• Resolves conflicts and handles participant concerns