Nashville Freelance Onsite Event Coordinator

Visit.org; Nashville (TN); On-site; USD 34,000 - 48,000; Part time

Benefits offered by this job

Competitive hourly rate

Meaningful work

Social impact network

Resume building

Recurring freelance work

Job summary

Visit.org is seeking a freelance Event Specialist for Nashville, TN to manage logistics of in-person events. You will be on-site, coordinating details, shipping materials, staffing, and ensuring high-quality guest experiences.

Ideal candidates have corporate event experience, strong communication, and the energy to build in a startup- style environment. This per-event contract role offers flexible hours and the chance for recurring freelance work with Visit.org.

Qualifications

• Experience coordinating large-scale, in-person events.
• Excellent English and strong communication skills.
• Willing to travel in the local region and on flexible hours.
• Able to lift up to 30 lbs and stand for long periods.

Responsibilities

• Coordinate all event details, ship materials, and staff for each event.
• Be on-site to set up, run the on-site team, tear down, and ensure quality guest experience.
• Manage check-in and warmly welcome guests.
• Serve as Visit.org representative, leader, and problem solver at events.
• Align roles with on-site team, host, nonprofit, venue, staff and partner executives.
• Escalate issues to the Events Team and provide updates, photos, and videos.

Skills

Event coordination

On-site event experience

Customer service

Communication skills

Interpersonal skills

Job description

Visit.org is looking for an experienced, responsible, and driven Freelance Event Specialist, Nashville, TN, United States to help us manage the logistics of an upcoming in-person event, which will be held live at a city near you! The right candidate will be based in Nashville, TN, United States, and have corporate event experience, entrepreneurial spirit, extreme passion for our mission, and the energy and discipline to come in and be a builder in a start-up tech environment.

About Visit.org:

Visit.org is a women-led Certified B Corporation that designs and delivers full-scale volunteering programs for global companies, with volunteering experiences built with vetted nonprofit partners and rooted in real community needs in 100+ countries and 40+ languages. Trusted by teams at companies like Amazon, Colgate, Paramount, and Cisco, Visit.org acts as an extension of lean CSR teams to run global volunteering that employees love and nonprofits trust.

Responsibilities:

• Our team will set you up for success by coordinating all of the event details, shipping event materials, and arranging staffing for each event. We need YOU to be our day-of hands on the ground! Be our next onsite Event Coordinator for fun, engaging, team-building, social impact activities, experiences, and events that support a great cause.
• Event Preparation: Join virtual planning meetings ahead of each event with all parties: corporate partner, nonprofit partner, Visit.org event host, Visit.org event coordinators, etc
• Take ownership and responsibility of our in-person events: be on-site to set up, align with the on-site team, tear down, clean site areas, problem-solve, and ensure high-quality customer experience
• Be the Visit.org representative, leader, and problem solver at events
• Align roles and responsibilities with the onsite team: event host, nonprofit organization, venue, additional staff, and corporate partner
• Manage check-in process for in-person events; providing a warm and friendly welcome to guests
• Problem-solving issues such as missing supplies, late staff, technology challenges, etc.
• Escalate issues to the Events Team when necessary to keep them informed or help problem-solve
• Send consistent updates, photos, and videos to Events Team throughout event
• Breakdown after the event ends, helping to clean the site and repackage and ship all materials back to the distribution center
• Pack supplies and add shipping labels which may include loading boxes

• Fluency in English and strong communication skills
• Based in Horsham, PA
• Schedule flexibility with availability to work on a contract per-event basis, as needed
• Experience in complex, large-scale events and smaller executive-level intimate events
• Shown experience in executing events at the highest level and continuously raising the bar on content and the customer experience
• Resourcefulness, have the ability to exhibit grace under pressure, and be solutions-minded in ambiguous situations
• Quick thinker — in the life of events, we have a back-up plan for the back-up plan; you can problem-solve on the fly
• Self-starter who is organized and detail-oriented
• You love building relationships with customers and enjoy customer service
• Experience with group facilitation and managing group dynamics
• You are able to work flexible hours, including nights and weekends, as needed
• Willing and eager to travel to various areas of the local region
• You have super strong interpersonal and customer service skills, especially in fast-paced situations
• Able to wear many hats and take on varied tasks and projects
• Comfort being present and interacting with large crowds
• Physical Demands:
• Able to lift, slide, and carry up to 30 lbs.
• Able to stand for an extended period of time

This is an on location, in person , per event contract role In Nashville, TN, United States This role is open only to those candidates already based in Nashville, TN, United States. No relocation packages are offered at this time.

• Competitive hourly rate
• The chance to do meaningful and impactful work
• The opportunity to meet with social impact-minded individuals
• A chance to build your experience for your resume!
• Potential for recurring freelance employment with Visit.org