Seasonal Event Strategist & On-Site Coordinator

Sxsw.; Austin (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

SXSW in Austin, Texas seeks a Seasonal Planner to coordinate detailed event logistics across departments, venues, and vendors for conferences and festivals. The role requires strong attention to detail, proactive problem-solving, and collaboration to deliver high-quality experiences.

Responsibilities include scheduling rooms, designing floor plans, budgeting services, on-site signage, staffing, vendor relations, and intern training.

Qualifications

• Bachelor's degree or 3 years of experience planning medium-to-large conferences.
• Knowledge of best practices for convention, trade show, and festival production.
• Ability to work under pressure and communicate well.
• Proficiency with Social Tables or similar event diagramming software.
• Proficiency with Microsoft Office and Google Suite, Slack, and AirTable.
• Effective communication with clients, vendors, and colleagues.
• Strong time management and organizational skills; ability to lead meetings.

Responsibilities

• Schedule and track venue rooms for conference sessions and events.
• Design and maintain floor plans for sessions, lounges, workspaces, and other areas.
• Budget and order event services and supplies according to venue specifications.
• Proofread signage orders and assist with on-site signage placement.
• Schedule security and event staff; provide on-site supervision.
• Build and maintain relationships with vendors, suppliers, and facilities.
• Recruit, onboard, and train planning department interns.
• Provide ongoing logistical support to Planning Department.

Skills

Event planning

Pressure handling

Social Tables

Microsoft Office

Google Suite

Client/vendor communication

Time management

Meeting leadership

Education

Bachelor's degree or 3 years experience

Tools

Social Tables

Microsoft Office

Google Suite

Slack

Airtable

Job description

SXSW in Austin, Texas seeks a Seasonal Planner to coordinate detailed event logistics across departments, venues, and vendors for conferences and festivals. The role requires strong attention to detail, proactive problem-solving, and collaboration to deliver high-quality experiences.

Responsibilities include scheduling rooms, designing floor plans, budgeting services, on-site signage, staffing, vendor relations, and intern training.