Part-Time Event Coordinator

Location: Remote & On-Site (Denver, CO)
Hours: 10-20 hours per week (flexible, with required on-site event days)

About the Role

We’re seeking a Part-Time Event Coordinator to help plan and execute a variety of community-driven events in Denver. This role is ideal for someone who is detail-oriented, thrives in vendor coordination and event execution, and enjoys working behind the scenes to bring events to life.

You’ll be responsible for managing vendor coordination, supporting event logistics, and overseeing on-site operations to ensure smooth execution. The ideal candidate is passionate about event planning, enjoys working with artists and small businesses, and has a solutions-oriented mindset when handling fast-paced event days. This role is a contract to start with full time potential. 

Responsibilities

Vendor & Partner Coordination

• Execute Call for Vendors including application setup, outreach, and tracking responses.
• Review vendor applications and maintain an organized tracking spreadsheet.
• Identify and secure event partners, rentals, and musicians for Fireside events.
• Draft and manage vendor contracts, liability waivers, and W9s for payment processing.
• Maintain ongoing communication with vendors, partners, and musicians to ensure smooth logistics.
• Manage and respond to inquiries sent to Vendors@FiresideAtFive.com, checking the email daily and ensuring timely and professional communication with vendors, partners, and event participants.
• Serve as a point of contact for the Fireside marketing team, providing event-related information and responses to inquiries received via social media DMs or website forms when additional clarification is needed.
• Track and follow up with vendors who haven’t submitted required forms.
• Send marketing materials and “Know Before You Go” emails to vendors and musicians.
• Ensure vendors submit payment requests and are paid on time via Fireside's Typeform system.
• Distribute post-event surveys and send thank-you emails to vendors and partners.
• Compiling and organizing vendor receipts + updating budget line items to ensure consistency for all clients
• Support COO and CEO with permitting requirements for any programming in public domain
• Schedule + attend vendor site visits and client walk throughs as necessary

Event Logistics & On-Site Execution

• Help execute site layouts and festival maps, ensure all vendors are in the correct locations.
• Support with the creation of the weather contingency plan and execute on-site if necessary.
• ON-SITE TEAM: Assist with vendor load-in, booth setup, and vendor booth flagging on event days.
• ON-SITE TEAM: Support infrastructure and rental setup with vendors (tables, tents, signage, etc.).
• ON-SITE TEAM: Manage vendor check-ins and be the on-site point of contact for questions.
• ON-SITE TEAM: Assist with on-site troubleshooting to ensure smooth event flow.
• ON-SITE TEAM: Support post-event tear-down and rental returns.
• ON-SITE TEAM: Ensure all FAF event materials / infrastructure are brought to and from the storage unit in the same condition. 
• ON-SITE TEAM: Oversee signage placement and ensure marketing materials are properly displayed.

Lead Staffing & Volunteer Support

• Identify staffing and volunteer needs and assist with recruitment.
• Draft and distribute staff and volunteer contracts & waivers.
• Coordinate pre-event briefings and communicate key information to Event Leads and Support Staff.
• Distribute “Know Before You Go” materials to staff & volunteers.
• Process staff and volunteer payments post-event via Fireside Typeform system.
• ON-SITE TEAM: Manage staff & volunteer check-ins on-site and ensure roles are clearly assigned.

Marketing & Promotions Support

• Assist with poster distribution throughout Denver.
• Act as an event liaison for Fireside’s Marketing & Branding team to ensure updates on vendor details and event logistics.
• Capture behind-the-scenes event content for social media (photo/video).

Post-Event & Wrap-Up

• Assist with data entry, post-event reporting, and vendor surveys.
• Support in compiling a post-event wrap-up report with key takeaways.

Who You Are

• Detail-Oriented & Organized – You love spreadsheets, checklists, and keeping things running smoothly. You have amazing attention to detail and double check all work before submitting.
• Communicative - You have strong communication skills and can provide updates to vendors, internal team members and clients when necessary.
• People-Person – You enjoy working with vendors, artists, and musicians to create an amazing event experience. You’re personable and have a hospitality-first mindset when representing the company on-site at events, during site-visits or via virtual communication with event vendors, clients + partners.
• Problem-Solver – You stay calm under pressure and can troubleshoot issues on-site. You’re solution oriented and always come to the table with two viable solutions to talk through. 
• Self-Starter – You take initiative, follow up, and get things done without constant oversight. You’re motivated to put your best foot forward and eager to learn along the way. 
• Flexible & Adaptable – You’re comfortable wearing multiple hats and adjusting to last-minute changes.

Requirements

• 1+ years experience in event coordination, project management, vendor relations, or event support (preferred but not required).
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced event environment.
• Experience using Google Drive, Excel/Sheets, Typeform, Monday, Slack, and email management tools.
• Must be based in Denver, CO, with availability to be on-site as the Event Lead for most FAF 2025 event dates (with flexibility to arrange coverage when needed).

Compensation & Benefits

• $30/hour
• Flexible, part-time schedule with remote work for non-event tasks.
• The opportunity to work with an amazing community of artists, makers, and creatives!
• Class credit/internship validation (if applicable).
• Special access to Fireside & partner events.
• Hybrid work model with remote & in-person requirements.

Work Structure & Hours

• This is a hybrid remote position requiring in-person event staffing, in-person workdays, and occasional site visits.
• Fireside office hours: Monday-Friday, 9 AM - 5 PM MST (remote work applies to non-event tasks).
• Event hours: Weekend & evening availability is required; schedules will vary.
• Event staffing hours do not count against the 10-20 hour weekly cap, as they are covered in event-specific scopes.

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