Booking Coordinator - Event Logistics

Summary We are hiring multiple contractors for a focused operational project supporting a national event logistics and venue booking team. Our company operates events across multiple U.S. markets. The Logistics team is responsible for identifying, contacting, and securing appropriate meeting venues and accommodations for upcoming events, often working against tight operational deadlines. This is a booking and logistics coordination role, not a legal or compliance position. You will work from established processes, templates, event requirements, and assigned market/show lists. Accuracy, speed, communication, and follow-through are extremely important. What You'll Do Depending on assignment, contractors may: Research and identify suitable meeting venues within targeted market areas. Review venue locations to ensure they meet specified geographic and logistical requirements. Contact venues directly by phone and email. Confirm availability for required dates and times. Verify that venues can accommodate the event's specific requirements. Gather and document pricing, room availability, capacity, amenities, parking, accessibility, and other requested details. Negotiate availability, pricing, packages, or other booking terms when appropriate. Secure and confirm venue bookings according to established procedures. Follow up with venues to obtain outstanding information or confirmations. Maintain accurate booking and venue trackers. Enter and update information in spreadsheets or project-management systems. Document contact attempts, conversations, quotes, availability, and booking status. Ensure all required booking information is captured before marking a venue as confirmed. Review existing records for missing, outdated, or incomplete information. Coordinate internally when venue information or requirements are unclear. Escalate issues, unusual circumstances, or potential booking problems rather than making unsupported assumptions. Complete assigned markets and bookings within established deadlines. Assist with high-volume venue sourcing and booking projects as needed. What You Will NOT Be Expected to Do You will not be expected to: Make legal or compliance determinations. Approve venues outside of established requirements. Independently change event requirements or booking criteria. Make major contractual decisions without direction. Commit the company to expenses outside of established authorization procedures. Handle issues outside your assigned scope without escalation. When something is unclear, your job is to document what you found, communicate the issue, and escalate it rather than guess. What We're Looking For Strong candidates will have: Excellent organizational and follow-up skills. Strong phone and email communication abilities. A professional and confident phone presence. Ability to communicate effectively with venue managers, sales representatives, and other hospitality contacts. Strong negotiation and problem-solving skills. Excellent attention to detail. Ability to work quickly without sacrificing accuracy. Strong data-entry and documentation skills. Ability to follow detailed written procedures. Strong geographical awareness and ability to evaluate locations within assigned markets. Ability to manage multiple venue conversations and bookings simultaneously. Ability to work independently in a fast-paced remote environment. Comfort with repetitive, high-volume outreach and follow-up. Ability to clearly document conversations, quotes, availability, and booking status. Strong judgment regarding when to resolve an issue independently and when to escalate it. Experience That Is Helpful Experience in any of the following is helpful but not required: Event booking Event logistics Venue sourcing Hotel or meeting venue sales Hospitality Conference or meeting planning Travel coordination Group reservations Vendor management Phone-based sales or outreach Negotiation Google Sheets Microsoft Excel Monday.com Salesforce CRM or project-management systems High-volume administrative coordination Project Structure Work arrangement: Remote Positions available: Multiple contractors Start: Immediate Engagement: Project-based, with workload determined by operational needs This is a high-volume project with clearly assigned markets and booking requirements. Contractors who demonstrate strong accuracy, reliability, communication, and follow-through may be given increasingly complex assignments and additional booking responsibilities. What Success Looks Like We value speed, accuracy, communication, and completed bookings. A successful Booking Coordinator will: Complete assigned venue research and outreach on schedule. Respond to venue contacts promptly. Maintain accurate and up-to-date booking trackers. Clearly document every meaningful venue interaction. Secure appropriate venues efficiently. Follow up consistently until a booking is confirmed or the venue is ruled out. Negotiate professionally when appropriate. Ensure booked venues meet the assigned event requirements. Keep internal records current so the Logistics team always knows the status of each market. Recognize when information is unclear or a booking issue requires escalation. Communicate quickly when blocked or when a deadline may be at risk. When Applying Please briefly answer the following: Tell us about your experience booking venues, hotels, meeting spaces, or other locations for events, meetings, or groups. Describe a project where you had to contact multiple businesses or vendors to find and secure the right option. How did you stay organized? How comfortable are you making outbound phone calls to venue representatives and negotiating availability or pricing? What systems have you used for tracking bookings, vendors, leads, or other operational information? (Examples: Google Sheets, Excel, Monday.com, Salesforce, CRM systems, etc.) How do you keep track of multiple open conversations, follow-ups, quotes, and deadlines at the same time? What is your current weekly availability? Are you available to begin immediately?