Conference Coordinator

Position Overview: Loyalty360 is seeking a highly organized, detail-oriented, and proactive sales focused Conference Coordinator to support the planning, execution, and ongoing management of Loyalty360 conferences, awards initiatives, webinars, and member events. This role will work closely with executive leadership, sponsors, speakers, members, attendees, and vendors to ensure exceptional event experiences and successful program execution. The ideal candidate is highly organized, customer-focused, and capable of managing multiple projects simultaneously in a fast-paced environment. Primary Responsibilities: Pre-Conference Planning & Preparation: -Assist in the planning and execution of Loyalty360 conferences, including the Loyalty Expo, Loyalty360 Awards, webinars, and regional events. -Develop and maintain event timelines, project plans, and production schedules. -Manage conference registration systems and attendee databases. -Assist with sponsor fulfillment and exhibitor logistics. -Coordinate conference materials, attendee badges, agendas, signage, awards, and printed collateral. -Coordinate speaker onboarding, presentation collection, biographies, headshots, and session logistics. -Ensure sponsors receive and fulfill all contracted deliverables. -Coordinate sponsor assets, advertisements, presentations, and exhibitor requirements. -Assist with conference marketing campaigns and attendee communications. -Coordinate email campaigns, event announcements, reminders, and follow-up communications. -Support website updates and event registration pages. -Track registration trends and provide regular reporting to leadership. On-Site Conference Management: -Serve as a primary point of contact for attendees, speakers, sponsors, and vendors. -Manage registration desks and attendee check-in processes. -Ensure conference rooms, meeting spaces, and event venues are properly prepared. -Coordinate speaker arrivals, presentations, and session logistics. -Monitor event schedules and troubleshoot operational issues as they arise. -Support networking events, receptions, awards ceremonies, and special programs. -Provide exceptional customer service to attendees and stakeholders. -Address attendee questions, concerns, and special requests. -Ensure a professional and engaging conference experience for all participants. -Assist executive leadership with conference-related schedules and priorities. -Support staff and volunteers during conference operations. Post-Conference Follow-Up & Reporting -Coordinate post-event attendee, speaker, and sponsor communications. -Distribute thank-you emails, presentation materials, recordings, and event resources. -Manage post-event surveys and feedback collection efforts. -Compile and organize conference photos, videos, and event content. -Analyze attendee, sponsor, and speaker feedback. -Prepare post-event reports summarizing attendance, engagement, satisfaction scores, and key insights. -Track sponsor fulfillment completion and reporting. -Assist leadership with identifying opportunities for future event improvements. -Support planning efforts for future Loyalty360 programs and conferences. Sales & Business Development: -Track leads, opportunities, contracts, renewals, and sales activities. -Coordinate prospect and client outreach, follow-up, and meeting scheduling. -Assist with proposals, sponsorship agreements, contracts, and sales presentations. -Support membership, event, sponsorship, and research sales initiatives. -Research prospective organizations and identify key decision-makers. Qualifications: Required: -Bachelor's degree preferred or equivalent professional experience. -2+ years of experience in event coordination, conference management, administrative support, or related fields. -Strong organizational and project management skills. -Excellent written and verbal communication abilities. -Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). -Ability to manage multiple priorities and deadlines simultaneously. -Strong attention to detail and problem-solving skills. -Experience supporting conferences, trade shows, association events, or corporate meetings. -Familiarity with CRM systems, event management platforms, and email marketing tools. -Experience working with sponsors, exhibitors, speakers, and executive stakeholders. -Basic marketing, social media, or graphic design experience. Travel Requirements: -Ability to travel and provide on-site support for Loyalty360 conferences and events. -Availability to work occasional evenings and weekends during event periods.