Freelance Events Coordinator View position

Void Acoustics | Poole, Dorset

Freelance assignment | Initial 6-month engagement

Approx 20 hours’ support per week, depending on event activity

Void Acoustics are looking for a Freelance Events Coordinator to join their growing Marketing team in Poole, Dorset.

Great events depend on someone keeping all the moving parts moving. From coordinating suppliers and travel to making sure event materials arrive where they need to be, we’re looking for an experienced freelance Events Coordinator to provide additional support to our busy events programme.

This is an initial six-month freelance opportunity, ideal for someone who already works independently and is comfortable managing their own workload while working collaboratively with an in-house team.

Working alongside our Events Manager and wider Marketing team, you’ll provide coordination support across trade shows, product demonstrations, customer events and internal events.

• Developing and maintaining event schedules, checklists and briefing information.
• Researching venues, hotels and suppliers and coordinating agreed arrangements.
• Coordinating travel, accommodation, transport and event attendance.
• Coordinating event materials, merchandise, marketing collateral and equipment.
• Managing registrations, exhibitor portals, passes and event documentation.
• Liaising with internal contacts, suppliers, venues and other external partners to keep event activity on track.
• Supporting the administration of purchase orders, invoices and event expenditure.
• Coordinating feedback and agreed follow-up activity after events.

You’ll be an experienced freelancer or independent contractor who is organised, proactive and comfortable taking ownership of agreed areas of work.

You’re likely to have experience in events, project coordination, operations, marketing coordination, PA/EA support or a similar environment.

More importantly, you’ll be someone who can quickly understand what needs to happen, manage competing priorities and deliver autonomously.

You’ll need strong attention to detail, confidence dealing with different stakeholders and suppliers and experience using project management or coordination tools.

We anticipate needing around 20 hours of support per week on average, although this may vary depending on the events calendar and agreed deliverables.

Some presence at our Poole office will be useful where the nature of the work requires it, e.g. coordinating physical event materials or meeting with the team, but we are open to discussing how and where the wider services are delivered.

There may also be opportunities to provide onsite support at UK or international events, but this would be agreed separately depending on the requirements of the event and your availability.

The initial engagement will be for six months, with the scope, deliverables and fees agreed as part of the freelance services agreement.