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Event Operations Coordinator

Company: Emerald
Location: San Juan Capistrano
Posted on: July 23, 2021

Job Description:

Emerald is seeking an Event Operations Coordinator to join our team from San Juan Capistrano, CA. The Event Operations Coordinator is responsible for ensuring all event operations are managed and executed efficiently, cost-effectively, and exceed expectations for our internal and external customers.


The Event Operations Coordinator is responsible for pre-show, on-site, and post-show tasks for 3-5 events within Emerald’s portfolio. To find success in this position, candidates must demonstrate effective time management, the ability to juggle multiple projects with concurrent deadlines, and communicate proactively with both internal and external partners. The Event Operations Coordinator must be able to quickly identify and adapt to challenges by displaying a cool, calm demeanor and the ability to find answers and create solutions with limited direction.


Event Operations Coordinators support the events they own on-site, and must be comfortable traveling domestically in this position.


  • Support Operations Managers/Directors with all pre-show planning and management
  • Research and recommend new vendors and show decorations
  • Assist with planning and executing of all special events and sponsorships
  • Assist with the sponsorship contracting and fulfillment process 
  • Collect all sponsor logos and submit for promotion and signage 
  • Update show management requirements document and send to vendors
  • Assist with food and beverage menu creation/orders and review/proof all BEOs. Update F&B budget and actuals
  • Assist with management of housing. Collect staff and vendor housing requests. Send out hotel confirmations
  • Create security packets and other on-site documents 
  • Order and track promotional items and pub bin items
  • Collect and track EAC and exhibitor insurance certificates
  • Lead contact for pre-planning logistics and ordering materials
  • Contact ADA attendees to coordinate arrangements as needed
  • Collect and track meeting room requirements
  • Assist with new vendor setup and invoice processing 
  • Updated Exhibitor Service Center
  • Update/create exhibitor emails and upload to a2z
  • Respond to customer emails and requests 



  • Support Operations Managers/Directors on-site execution and management
  • Manage sponsorships on-site, as needed
  • Track and coordinate publication bin inserts, sponsor bag inserts, and literature distribution at show entrances
  • Serve as a floor manager at other Emerald events as needed
  • Manage meeting room requirements


Other Responsibilities

  • Post Show: Assist with final hotel and vendor billing reconciliation and auditing
  • Coordinate other responsibilities as assigned by Operations Manager/Director
  • Maintain awareness of the latest industry trends and apply to assigned events
  • Research and recommend cost savings measure directly related to operating expense
  • Manage costs to ensure expenses are within budget

  • 2-3 years of event operations experience
  • Knowledge and understanding of meeting and event planning principles, requirements, and procedures
  • Ability to work in a fast-pasted, matrix organization and to manage multiple competing priorities
  • Excellent customer service skills and the ability to work with internal and external stakeholders
  • Must be highly creative, enthusiastic, and take an interest in keeping up with industry trends
  • Strong interpersonal, communication, and organizational skills
  • Well versed in all Microsoft platforms, including Word, Excel, and PowerPoint
  • Highly proficient in Microsoft Word and Excel
  • Ability to travel as needed



Emerald is a leader in building dynamic, market-driven business-to-business platforms that integrate live events with a broad array of industry insights, digital tools, and data-focused solutions to create uniquely rich experiences. As true partners, we at Emerald strive to build our customers’ businesses by creating opportunities that inspire, amaze, and deliver breakthrough results. With over 140 events each year, our teams are creators and connectors who are thoroughly immersed in the industries we serve and committed to supporting the communities in which we operate. For more information, please visit

Keywords: Emerald, Laguna Beach , Event Operations Coordinator, Other , San Juan Capistrano, California

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