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Hagerty · 5 hours ago

Event Coordinator

United States

Full-time

Hybrid

Entry, Mid Level

Hagerty is an automotive enthusiast brand and the world’s largest membership organization, dedicated to preserving car culture for future generations. The Event Coordinator will manage multiple events, oversee logistics, and collaborate with various teams to create memorable experiences that celebrate craftsmanship and community.

Auto InsuranceInsuranceInsurTech

Responsibilities

Manage multiple events simultaneously, ensuring milestones, budgets, and deliverables stay on track

Build and maintain detailed project timelines using tools such as Workfront, Asana, Airtable, or Smartsheet

Anticipate needs, troubleshoot proactively, and adapt as projects evolve

Deliver timely updates, event summaries, and post-event recaps that highlight results and insights

Oversee large-scale event logistics, infrastructure, staging, lighting, fencing, rentals, décor, and power

Coordinate load-in and load-out schedules, transportation, accommodations, and credentialing

Ensure all permits, insurance, and vendor COIs are accurate and up to date

Manage vendor invoices, purchase orders, and payment tracking

Serve as an on-site lead who sets the tone with professionalism, confidence, and composure

Lead RFP and bidding processes for rentals, décor, AV, security, and creative services

Evaluate bids and recommend vendors based on creativity, quality, and reliability

Negotiate contracts aligned with budget goals and event standards

Build strong vendor relationships rooted in trust, accountability, and collaboration

Support the creation, tracking, and reconciliation of event budgets

Conduct side-by-side bid comparisons and identify opportunities for efficiency

Process invoices accurately and in a timely manner

Look for smart ways to stretch dollars without sacrificing design or guest experience

Collaborate with marketing and sponsorship teams to deliver on-brand activations and immersive guest moments

Partner with the sponsorship team to create unique experiences that elevate each event

Contribute to recap reports, analytics, and storytelling that showcase impact and value

Contribute ideas for VIP programs, activations, and hospitality environments

Research emerging trends in experiential design, culinary presentation, and guest engagement

Coordinate food and beverage service, bar layouts, and décor that elevate the atmosphere

Support the design and setup of lounges, tasting experiences, and sponsor installations that leave a lasting impression

Work closely with production, hospitality, and marketing teams to deliver cohesive experiences

Supervise interns and volunteers with mentorship, structure, and clarity

Maintain organized communication through Slack and project management tools such as Workfront

Represent Hagerty with enthusiasm and professionalism, ensuring every detail reflects our commitment to excellence

Qualification

Event productionVendor managementBudget managementProject managementCreative design toolsFoodBeverage coordinationCommunication skillsTeam collaborationCalm under pressureProblem-solving

Required

Strong professional experience in event production, operations, or large-scale experiential management

Proven success managing staging, lighting, rentals, fencing, and permitting for premium or large-scale events

Experience coordinating food and beverage programs with catering and hospitality partners

Proficiency with Canva and other design tools for sponsor and event decks

Exceptional organizational and communication skills with a high level of polish

Proficiency in project management tools such as Workfront, Asana, Airtable, or Smartsheet

Ability to travel and work nights or weekends during event execution

Creative thinker with a producer's precision and a host's heart

Calm under pressure, resourceful, steady, and solutions-focused

Collaborative spirit who thrives in a team-driven environment

Passionate about experiences that celebrate culture, craftsmanship, and car community

Preferred

Bachelor's degree or equivalent in Event Production, Hospitality, or a related field preferred

Experience with project management tools (Workfront, Asana, Airtable, Smartsheet, Monday.com), communication tools (Slack, Google Workspace, Zoom), creative & deck design tools (Canva, PowerPoint, Adobe Express), AI & productivity tools (ChatGPT, Notion AI, Otter.ai), events systems (Cvent, Eventbrite, See Tickets, or similar)