Marketing Events Coordinator

About Us

Larson Design Group (LDG) is an award-winning, employee-owned Architecture, Engineering, and Consulting Firm. Guided by our core values, we’re expanding our team, opening new offices, and adding new offerings to provide responsive, innovative solutions to clients nationwide.

Being 100% employee-owned directly impacts our culture: it drives our decision-making, motivates our teams, increases our productivity, improves retention, and contributes to the future success of our company. Our culture is one where we work hard for our clients and for each other – and we have fun collaborating, sharing experience and expertise, and learning along the way. We’re passionate about delivering exceptional quality, elevating client relationships, enriching the careers and lives of our employee owners, and enhancing the communities where we live and serve.

At LDG, we strive to create an organization where people want to work. We offer a flexible work environment, paid training for required licensures, competitive benefits, bonus plans, and a company-funded Employee Stock Ownership Plan (ESOP) while supporting your professional and personal growth.

Your Opportunity + Impact

This position will be responsible for organizing and managing internal and external meetings, conferences, as well as virtual and in-person events. This role is pivotal in ensuring the seamless execution of various gatherings, from small team meetings to large-scale conferences and client events. The ideal candidate will possess excellent organizational skills, an eye for detail, and the ability to multitask effectively in a fast-paced environment. 

Key Responsibilities

Event Planning & Coordination

• Plan, organize, and execute a wide range of meetings, conferences, virtual and in-person events, and teambuilding activities, ensuring all logistical aspects are carefully coordinated.
• Collaborate with internal stakeholders to understand event objectives, themes, and requirements, and develop comprehensive event plans accordingly.
• Act as on-site liaison or enabler for attendees.
• Coordinate all event logistics, including but not limited to catering, audiovisual equipment, transportation, accommodations, lead capture, signage, and other printed materials.
• For tradeshows, oversee the setup and breakdown of event spaces, ensuring all requirements are met and adhering to established timelines.
• Manage all booth assets and storage vendors, including coordinating shipping.

Strategy & Management

• Oversee and maintain annual calendar of events and communicate regularly.
• Conduct post-event evaluations to assess the success of meetings and events, gathering feedback from stakeholders and attendees to identify areas for improvement.
• Generate reports summarizing key metrics, including attendance, feedback, and budget variances, to adjust future event planning efforts.

Communication and Collaboration:

• Serve as the primary point of contact for internal teams, external vendors, and event attendees, providing timely updates and addressing inquiries or concerns.
• Collaborate closely with Marketing and Communications team to effectively coordinate all aspects including logistics, collateral fulfillment, pre- and post-show emails, web promotions, promo items, advertising, and speaking engagements.

Budget Management:

• Develop and manage event budgets, tracking expenses and ensuring adherence to financial guidelines and objectives.
• Identify cost-saving opportunities and negotiate favorable terms with vendors to optimize budget allocation.

Vendor & Venue Management:

• Oversee all third-party vendors and manage process from setup, to execution, and payment.
• Research and identify venues, considering factors such as location, capacity, and amenities.

Education and Experience

• Education: Bachelor's degree in Event Planning, Business Administration, Hospitality Management, or a related field.
• Experience: Minimum of three (3) years of proven experience in event planning and management, preferably in a corporate or professional services environment.
• Licensure/Certification: Certification in event planning or hospitality management is a plus.

Preferred Qualifications

• Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to build relationships and collaborate effectively with internal and external stakeholders.
• Proficiency Microsoft Office suite.
• Creative problem-solving abilities and a proactive approach to overcoming challenges.

Travel

• Flexibility to work evenings or off hours and 10-20% travel as needed for events. 

EEO Statement

Larson Design Group, Inc. is an Affirmative Action and Equal Opportunity Employer (EEO) that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization.