Conference & Event Program Coordinator

March 12, 2024

A Conference & Event Program Coordinator assumes a support or lead position for all programs assigned after the sales process. The goal is always to provide exceptional service and to ensure customer satisfaction. A Conference & Event Program Coordinator can accomplish this goal by leading by example and implementing the metroConnections Brand Pillars in everyday work functions with internal colleagues and external clients and partners: Connection, Innovation, Adaptability, Partnership, Dependability, Execution.

This is a full-time, salary, bonus-eligible, hybrid position. Work locations will include independent remote/work from home, occasional team office work in Burnsville, MN, and on-site event work (both within the Twin Cities and domestically, including overnight travel).

Position Responsibilities include, but are not limited to:

  • Work collaboratively with all service teams within metroConnections.
  • Participate in all aspects of metroConnections where appropriate/when assigned.
  • Support or lead efforts to enhance and further develop the processes and service offerings at metroConnections.
  • Serve as support or lead representative for assigned programs to clients, vendors, the Sales Manager, Director, Program Management and other service teams.  Support and/or lead program planning of various types of programs such as: Recognition Trips, National Sales Meetings, User Conferences, Tradeshows, etc.
  • Support larger/more complex programs alongside more senior Program Management team members.  Lead smaller/less complex programs. 
  • PROJECT KICK OFF: Lead or support the Project Hand-Off Phase (once project is assigned by Director of Program Management) following established processes, such as:
    • Schedule meetings with sales manager to review project.
    • Organize and update group folders and documents on local shared drive.
    • Confirm and update project entries in inventory system (Flex Rentals).
    • Create and manage all Smartsheet, OneDrive and other core planning softwares
  • PRE-PROGRAM: Lead or support the Coordination Phase for assigned projects, following established processes:
    • Communicate, coordinate, resource and idea share and communicate with internal teams: Operations, Shop, Creative, Technical, Sales, etc.
    • Lead, attend, and participate in internal and external meetings, video and voice calls
    • Act as Lead or Support on client budget management
    • Correspond with vendors/venues – check availability/options, negotiate rates, book services, contracting, etc.
    • Correspond with venue/event site contacts – contracting, logistics planning, scheduling, etc.
    • Correspond with clients – develop and finalize project details and logistics during planning process.
    • Coordinate financial details with Accounting Team: accounts receivable, accounts payable, etc.
    • Create and share on-site schedules, timeline, budgeting, and planning documents.
    • Research additional client requests as needed, including venues, giveaways, food and beverage, activities, décor, entertainment, furniture, etc.
    • Create, format, and save all project documents in group folders in shared locations throughout planning process.
    • Lead, attend, and participate in program site visits as needed (including travel).
    • Gather, review, and manage presenter, VIP, and client needs.
    • Research and manage travel, hotel, and ground transportation arrangements for internal and contracted staff.
    • Shop for client, attendees, staff, and/or office supplies.
    • Pull and sort supplies for truck loads.
  • DURING PROGRAM: On-site lead or support management during the execution phase of assigned projects:
    • Serve as overall lead or support on-site, including extended travel days onsite for set-up, teardown, venue, and client needs.
    • Lead and direct or support the on-site operations of the program.
    • Lead or support venue communications.
    • Act as main contact and liaison for client, venue, and vendors.
    • Trouble-shoot throughout on-site execution phase.
    • Manage vendors.
    • Review set-up details and live functions; check on rooms/spaces, meals, entertainment, production space, registration, sleeping rooms, etc. for accuracy from planning specs, venue BEOs, order forms, budget, etc.
    • Liaise and support other internal leads on-site and ensure all internal client and internal staff needs are met.
  • POST PROGRAM: Lead or support post-program follow up phase of assigned projects:
    • Provide client with post program needs and requests in a timely manner: final billing, budgeting, reports, survey results, questions/concerns, etc.
    • Finalize internal and external financial needs with external client and vendors; internal operations, sales, and accounting team: accounts receivable, accounts payable, client hotel invoice, other client management invoices, reconciling and closing of profit sheets, etc.
    • Lead or assist in adjusting profit sheets as needed after audits.
    • Communicate updates and learning experiences to internal teams.
    • Compile and share debrief notes.
    • Inventory new items for storage/updating existing inventory details.
    • Archive program files, reports, etc. as needed.
    • Upload, save, and share program photos.

Minimum Qualifications include:

  • Project management experience.
  • Understanding or ability to learn quickly additional softwares such as Smartsheet, Google, etc.
  • Ability to manage many details while maintaining big-picture thinking.
  • Technology literate with a passion for learning new things.
  • Exhibit strong computer and technical skills; proficiency in Microsoft Office including PPT, Word, Excel, and Outlook.
  • Work independently to come up with viable solutions.
  • Provide excellent customer service via email, on the phone and in-person.
  • Take direction from multiple managers or team members, as well as having a good understanding of with whom to advise/consult in the event of conflicting instruction.
  • Multi-task efficiently, learn quickly, and provide detailed work while maintaining big-picture thinking.
  • Strong organizational skills, with the ability to stay focused on tasks, as well as a strong attention to detail and organization/documentation.
  • Demonstrate common sense, comprehend instructions, interpret documents, and apply abstract principles to a wide range of complex tasks.
  • Excellent oral and written communication, including presentation skills (English is the primary language).
  • Understand the meanings of words and effectively respond, analyze information, and write reports, and comprehend complex issues and communicate effectively to diverse groups.
  • Perform basic arithmetic accurately and compute rates and percentages.
  • Ability to work well in a team environment; able to collaborate and compromise, both as a lead and support role.
  • Manage stress successfully: adapt to change, trouble-shoot, and make decisions while maintaining a calm and respectful demeanor.
  • Work successfully with many different types of personalities.
  • Possess strong leadership skills and an outgoing personality.
  • Maintain a cheerful and positive attitude.
  • Maintain a presentable appearance as many work functions are performed in or adjacent to a corporate atmosphere.
  • Ability to handle work-related stress; handle multiple priorities simultaneously; and meet deadlines.
  • Ability to please most people and accept feedback and criticism in a constructive manner.
  • Ability to follow through with commitments and show concern for the needs of others.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • The employee must be able to lift up to 40 pounds.
  • The employee may exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push or otherwise move objects.
  • This is a sedentary position that requires the employee to sit for extended periods of time without being able to leave the work area.
  • The employee will experience repetitive motion, substantial movements (motions) of the wrists, hands, and/or fingers.
  • The employee will type or otherwise work primarily with fingers.
  • The employee will be required to stand or walk for long periods of time.
  • Regularly required to talk/hear.

Preferred Qualifications include:

  • Conference/event planning experience.

Benefits Package Highlights:

  • Comp Time for on-site program hours worked over 40
  • Overnight Program Travel Bonuses – $50.00 per night for overnight program travel
  • Paid Time Off – Starting with 15 PTO Days
  • Paid Holidays – 9.5 Days Annually, including Employee-Owner Appreciation Day (first Friday of March)
  • Summer Fridays – Reduced Business Hours on Fridays during Summer Months
  • Employee-Owned – Employee Stock Ownership Plan – Retirement Plan 100% funded by the company
  • 401(k) Retirement Plan with company match
  • Medical and Dental Insurance – 50% company paid
  • Options for Voluntary Disability Insurance, Voluntary Vision Insurance, Voluntary Life and AD&D Insurance
  • Parental Leave – 10 Days Paid
  • Bereavement – Up to 5 Days Paid per occurrence
  • Annual Uniform Allowance
  • Monthly Cell Phone Reimbursement

Please send your resume, cover letter, and salary requirements to  No phone calls please.

AI for screening candidates has its limitations and potential biases and should not replace human decision-making in hiring. To find the best candidates for our organization, metroConnections does not utilize AI for candidate screening.

metroConnections is proudly employee owned and operated. An employee stock ownership plan (ESOP) is an employee benefit plan that gives workers ownership interest in the company.

Equal Opportunity is metroConnections, Inc.’s policy. We are committed to policies of non-discrimination to promote diversity in employment regardless of race, sex, parental or marital status, age, religion, sexual orientation, disability or any other criteria not specifically related to relevant aptitudes, potential, skills, and abilities.

We value the diversity in society and the diversity amongst our employees, and we believe that by successfully managing this diversity, we can gain from it and become a more effective business. If you are excited about this opportunity but your past experience does not align perfectly with the qualifications, we encourage you to apply anyway. This or another opportunity may end up being a great fit for you!

metroConnections is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities. To request reasonable accommodation, contact metroConnections’ Human Resources team at 612.333.8687.