Seasonal Event Logistics Lead

SXSW; Austin (TX); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Company-Subsidized Medical Plans

Paid Time Off

401K

Job summary

SXSW is seeking a Seasonal Planner in Austin, TX to coordinate detailed event logistics across venues and departments for flagship conferences and festivals. You will design floor plans, track venue usage, and manage budgets and vendors to ensure high-quality experiences.

The role requires a Bachelor's degree (or 3 years in similar planning), strong communication, and proficiency with event diagramming tools and MS Office/Google applications.

Qualifications

• Bachelor's degree or 3 years of experience in planning medium-to-large conferences, trade shows, and festivals.
• Knowledge of best practices for convention, trade show, and festival production.
• Ability to work and communicate well under pressure.
• Proficiency with Social Tables (or similar) event diagramming software.
• Proficiency with standard business software (Microsoft Office Suite) and (Google Suite, Slack, AirTable).
• Ability to communicate effectively with clients, vendors, and colleagues.
• Developed time management and organizational skills, and the ability to lead various-sized meetings.

Responsibilities

• Schedule and track venue rooms for conference sessions and events to ensure accurate use of space across multiple locations.
• Design and maintain floor plans for sessions, lounges, workspaces, and other event areas, tailored to programming and logistical needs.
• Budget and order event services and supplies, including audio-visual equipment, lighting, furniture, carpet, drape, and food and beverage, according to venue specifications.
• Proofread and coordinate signage orders, and assist with on-site signage placement and enforcement of signage guidelines.
• Schedule security and event staff, and provide on-site supervision to ensure the smooth execution of events.
• Build and maintain working relationships with vendors, suppliers, and facilities to support planning needs and operational consistency.
• Recruit, onboard, and train planning department interns before and during the event season to support department operations.
• Provide ongoing logistical support to Planning Department team members throughout the planning and execution phases of events.

Education

Bachelor's degree in a relevant field

3 years of experience in planning medium-to-large conferences, trade shows, and festivals

Tools

Social Tables

Microsoft Office Suite

Google Workspace

Slack

Airtable

Job description

SXSW is seeking a Seasonal Planner in Austin, TX to coordinate detailed event logistics across venues and departments for flagship conferences and festivals. You will design floor plans, track venue usage, and manage budgets and vendors to ensure high-quality experiences.

The role requires a Bachelor's degree (or 3 years in similar planning), strong communication, and proficiency with event diagramming tools and MS Office/Google applications.