Sponsor Relations Coordinator (Events)

Arrowfly, LLC; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Premium health plans

401(k) with full vesting match

Generous paid time off

Parental leave

Top Workplace culture

Job summary

Arrowfly, LLC is seeking an experienced Sponsor Relations Coordinator to join our Events team. This role will manage end-to-end sponsorship deliverables across live events and coordinate with sponsors from contract to post-event wrap.

The ideal candidate will have strong project management skills, be proactive, and handle multiple priorities in a fast-paced environment. Responsibilities include relationship ownership and onboarding sponsors, plus coordinating with marketing and operations on

Qualifications

• Bachelor’s degree in hospitality, communication or related field.
• 3+ years relevant events experience in a client/customer facing role.
• Experience with CVENT or other event management software.
• High-level proficiency with Microsoft Office applications.
• Ability to lead multiple projects and meet deadlines with minimal supervision.
• Excellent customer service and attention to detail.

Responsibilities

• Relationship ownership: serve as primary contact for sponsors and exhibitors through contract signature to post-event wrap.
• Onboarding and enablement: onboard sponsors, build toolkits in exhibitor portals, train sponsor teams.
• Communications: create sponsor/exhibitor plans and pre-show briefings.
• Fulfillment and tracking: maintain sponsorship planner and track deliverables against deadlines.
• Floor plan and inventory: manage exhibit floor plans, inventory, and on-site check-ins.
• Travel: frequent travel up to twice per month during show season.

Skills

Project management

Client-facing communication

Attention to detail

Education

Bachelor’s degree in hospitality, communication or related field

Tools

CVENT

Microsoft Office

Job description

All Jobs > Sponsor Relations Coordinator (Events)

Arrowfly, LLC seeks an experienced candidate for the position of Sponsor Relations Coordinator to join our Events team. This role will be responsible for end-to-end execution and project management of sponsorship deliverables across the live events business. This is a highly visible role that requires strong project management skills, and the ability to support multiple priorities in a fast-paced, deadline-driven environment. The ideal candidate is proactive, resourceful, and comfortable operating with evolving processes. This role regularly interfaces with internal stakeholders and external sponsors.

YOUR KEY RESPONSIBILITIES

Relationship ownership

• Serve as primary relationship owner and day-to-day contact for sponsors and exhibitors from contract signature through post-event wrap, including a proactive contact cadence between events
• Own the sponsor issue queue: triage inbound requests, set response-time expectations, track resolution, and close the loop in writing

Onboarding and enablement

• Onboard new sponsors and exhibitors through a structured process covering portal access, deadlines, key staff contacts, and what to expect on site
• Build sponsorship toolkits in the Cvent exhibitor portal
• Train sponsor teams on lead retrieval, event apps, exhibitor portals, and meeting-scheduling tools ahead of the show

Communications

• Create and execute the sponsor and exhibitor communication plan across pre-event, on-site, and post-event phases, including onboarding materials, deadline reminders, logistics packets, exhibitor manuals, and pre-show briefings
• Conduct pre-event kickoff calls to confirm deliverables, deadlines, and success criteria for each account

Fulfillment and tracking

• Maintain the master sponsorship planner covering contract terms, finance status, and fulfillment for every signed account
• Collect and track all contracted deliverables against deadline: logos, ad creative, session titles, and collateral
• Coordinate with marketing on sponsor-facing promotion — website listings, email inclusions, social, show guide, signage — and confirm accuracy before publication
• Coordinate with marketing and operations on physical fulfillment: signage placement, branded assets, hospitality space, badge scanning, and meeting rooms

Floor plan and inventory

• Create and manage exhibit floor plans, including booth assignments, using floor plan software
• Track sponsorship inventory by event — sold, held, and available — and flag under-performing assets before they go stale
• Run scheduled sponsor check-ins during the event; stay reachable and visible on the floor, resolving issues in real time with operations, AV, and registration
• Partner with portfolio leaders to build and execute the on-site rebooking process

Travel

• Frequent travel, up to twice per month February through November, typically three to four days at a time, including extended on-site days

Requirements

WHAT YOU BRING

• Bachelor’s degree in hospitality, communication or related field
• 3+ years relevant events experience in a client/customer facing role
• Experience with CVENT or other event management software
• High-level proficiency with Microsoft Office applications
• Ability to successfully lead multiple concurrent projects, solve problems, and consistently meet deadlines with minimal supervision (individually and on teams)
• Excellent customer service skills, and the ability to work effectively in a high-pressure environment
• Superior attention to detail, the ability to create procedures, and a desire for accuracy in job performance

WHAT WE OFFER

We believe that a highly engaged audience is our greatest asset. You will have the unique opportunity to drive strategy, build processes and systems and lead events across our portfolios, backed by a team that values robust technical infrastructure and continuous innovation. In addition, the following benefits are available:

• Premium medical, dental, vision and other health plans – you choose what fits your needs
• Full vested 401(k) match to help you prepare for your future
• Generous paid time off, including vacation, sick, float, bereavement, 12 office holidays and flexible working hours
• Supportive work/life balance and paid parental leave
• Dynamic, dedicated, fun and hard-working environment
• A collaborative work environment in a growing market
• Consistently ranked as a Top Workplace and included on the Forbes 5000 Fastest Growing Companies for 5+ years

ABOUT ARROWFLY

Arrowfly is a live and digital B2B destination serving professionals across the engineering, healthcare, food, retail and hospitality sectors. The company delivers trusted journalism and editorial content, industry-defining events, and digital measurement tools, all backed by an established reputation for independence and credibility in the markets it serves. This is an opportunity to join a company in active transformation, with a portfolio of 40+ events, a growing team, and the ambition to build something that sets the standard for B2B events marketing. Our values are simple: The Audience Comes First, Raise the Bar, Unite the Community, Surface What Matters Most, and Track What Works. If those resonate with how you work, you'll fit right in.