Gaming Event Logistics Lead — Venues, Travel & VIPs

Pastimes, Inc.; Elk Grove Village (IL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Bonuses based on event performance

401K with match

Relocation assistance

Job summary

Pastimes, Inc. is seeking a high-energy events professional to coordinate large-scale gaming conventions from venue selection to VIP experiences.

You will scout convention centers, negotiate contracts, and ensure venues meet our needs for events like MagicCon, Gen Con, PAX, and standalone tournaments. You’ll manage hotels, travel, catering, and VIP services for staff and attendees, keep budgets on track, and work with AV and vendors to deliver flawless logistics across the country.

Qualifications

• 2-5 years in event project management or venue management.
• Negotiated venue and hotel contracts previously.
• Strong organizational and communication skills.
• Willing to travel about 25% of the time.

Responsibilities

• Find and book venues across the country that can handle our events.
• Negotiate contracts that work for both sides and visit potential venues.
• Coordinate floors plans, power, internet setup and logistics with teams.
• Manage hotels, travel, and ground transportation for staff and VIPs.
• Coordinate catering and VIP experiences within budget and schedule.
• Build vendor relationships and compare quotes from AV, catering, and transport.
• Create and track budgets, deposits, payments, and final invoices.
• Keep contracts and logistics organized and be the go-to for venue/vendor questions.
• Work with operations, marketing, and event teams to avoid gaps during multi-event timelines.

Skills

Event coordination

Negotiation

Budget tracking

Communication

Project management tools

Travel coordination

Attention to detail

Schedule management

Discord/Slack/Teams

Travel willingness 25%

Tools

Discord

Slack

Teams

Job description

Pastimes, Inc. is seeking a high-energy events professional to coordinate large-scale gaming conventions from venue selection to VIP experiences.

You will scout convention centers, negotiate contracts, and ensure venues meet our needs for events like MagicCon, Gen Con, PAX, and standalone tournaments. You’ll manage hotels, travel, catering, and VIP services for staff and attendees, keep budgets on track, and work with AV and vendors to deliver flawless logistics across the country.