Events Registration and Housing Coordinator

Out & Equal; Washington (District of Columbia); Remote; USD 46,000 - 63,000; Full time

Job summary

A leading nonprofit organization is seeking an Events Registration and Housing Coordinator to ensure a seamless registration and lodging experience for attendees at events. This role involves managing logistics, responding to inquiries, and overseeing housing operations. Ideal candidates will have a bachelor's degree and at least two years of experience in event support. Familiarity with tools like Cvent is critical for success in this position.

Qualifications

• Minimum 2 years experience in event registration and logistics.
• Proficiency with event management platforms, especially Cvent.
• Strong attention to detail and strong organizational skills.

Responsibilities

• Manage event registration systems including setup and troubleshooting.
• Serve as the primary contact for attendee registration inquiries.
• Coordinate hotel room blocks and manage housing processes.

Skills

Event registration

Customer service

Organizational skills

Communication

Education

Bachelor’s degree in hospitality or event management

Tools

Cvent

Salesforce

Microsoft Office Suite

Job description

Events Registration and Housing Coordinator

Join to apply for the Events Registration and Housing Coordinator role at Out & Equal

Events Registration and Housing Coordinator

Join to apply for the Events Registration and Housing Coordinator role at Out & Equal

Job Title: Events Registration and Housing Coordinator

Department: Events

Location: Remote, EST strongly preferred

Level: IC2

Salary Range

• Typical hiring range for high cost of living locations (DC/CA/NYC): $46,943 - $62,590
• Typical hiring range for all other locations: $39,901 - $53,202
  
  

Reports To: VP, Events

Supervisory Role: No

FLSA Status: Non Exempt (FT)

Job Summary

The Events Registration and Housing Coordinator will ensure seamless registration and lodging experience for attendees for our portfolio of events. This position manages all aspects of event registration and housing logistics, serves as a primary point of contact for attendees, and collaborates closely with internal teams, vendors, and hotel partners to deliver an efficient and seamless process in these critical areas. Additional skills in planning small meetings throughout the year are also a part of this role providing support and planning for regional meetings and events as scheduled and confirmed.

Essential Functions

• Manage and maintain event registration systems (Cvent), including setup, testing, reporting, and troubleshooting in coordination with our IT department.
• Serve as the primary contact for attendee inquiries related to registration and housing in conjunction with our services team with external vendors for these services. Provides timely and professional overall customer service.
• Coordinate hotel room blocks, Sub-blocks, and manage housing process and set up, cut-off dates, and attrition deadlines in partnership with hotel contacts and organizational needs. Housing is managed thru Passkey (Cvent) and this position will oversee that relationship for Housing portal build, customer service, policy, and procedures from start to finish.
• Monitor and reconcile registration and housing data, ensuring accuracy and generating detailed reports for internal and external stakeholders. This includes ensuring performance measures and deadlines are monitored and advise on performance of room blocks to minimize risk to the organization.
• Lead on-site registration and housing operations, including attendee check-in, badge production, and customer support. This also includes identifying temporary work needs and managing onsite temporary help for registration and housing.
• Support event communications by drafting and distributing confirmation emails, reminders, and housing instructions in coordination with our marketing, partner success, and programming teams.
• Work collaboratively within events team, marketing, finance, and other departments to ensure alignment of registration and housing processes and deadlines.
• Provide real time and post-event reporting and analysis, including registration and housing pace and pickup reports and trends, as well as post event audits of registration and housing.
• Assist with additional event logistics as required.
  
  

Qualifications (Licenses, Certifications, Education Related Experience, Technology)

• Bachelor’s degree or equivalent experience in hospitality, event management, business administration, or related field preferred.
• 2+ years of experience in event registration, housing coordination, and event support, preferably in a corporate, nonprofit, or association environment.
• Proficiency with event management and registration platforms. Especially Cvent, Salesforce, Passkey, or similar systems.
• Strong attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Customer service mindset with the ability to resolve issues diplomatically and efficiently.
• Ability to work both independently and as part of a collaborative team.
• Flexibility to travel for onsite support at events as needed.
• Proficiency in Microsoft Office Suite (call out specific programs in parenthesis)
• PowerPoint presentation skills
  
  

Preferred Qualifications

• Experience working with hotel room blocks and contract terms.
• Knowledge of data privacy and security best practices for event registration.
• Familiarity with CRM systems and data reporting tools.
  
  

Physical Job Requirements

• This position requires the ability to remain in a stationary position (standing and/or seated) more than half the time
  
  

Travel Requirements

• This position requires overnight domestic travel up to 25% of the time
  
  

Equal Opportunity Statement

Out & Equal is committed to a diverse, inclusive, and equitable workplace where all people belong and thrive. Out & Equal Workplace Advocates is an equal opportunity employer and does not discriminate based on any of the following: physical appearance, race, color, age, sex, sex characteristics, sexual orientation, gender identity, gender expression or gender characteristic, socioeconomic status, religion or religious creed, criminal history (except in circumstances relevant to a job), ancestry, genetic information or predisposing genetic characteristics, national origin, medical condition, physical or mental disability, AIDS/HIV status, political activities or affiliations, military service or veteran status, marital status, parental status, familial status or family responsibilities, family structure, pregnancy or pregnancy-related conditions, childbirth, reproductive health decision, domestic violence victim status, retaliation for opposing unlawful discriminatory practices, or any other classification protected by federal, state, and local laws and ordinances.



THE ABOVE CATEGORIES ARE MEANT TO CONVEY COMPLIANCE WITH THE FEDERAL, STATE, AND LOCAL EEO LAWS IN WHICH WE OPERATE AND NOT MEANT TO INCORPORATE EVERY TYPE OF POTENTIAL EMPLOYMENT DISCRIMINATION. WE STRONGLY ENCOURAGE LGBTQ+ CANDIDATES AND INDIVIDUALS FROM HISTORICALLY MARGINALIZED COMMUNITIES TO APPLY. REQUESTS FOR RELIGIOUS OR DISABILITY ACCOMMODATION SHOULD BE DIRECTED TO [e-mail].

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Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Non-profit Organizations

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