Sponsor Relations Coordinator (Events)

Summary

Arrowfly is a live and digital B2B destination serving professionals across multiple industries through journalism, editorial content, events, and digital measurement tools. The Sponsor Relations Coordinator will manage end-to-end sponsorship deliverables, sponsor relationships, communications, fulfillment, inventory, and on-site support for live events.

Responsibilities

• Serve as primary relationship owner and day-to-day contact for sponsors and exhibitors from contract signature through post-event wrap, including a proactive contact cadence between events
• Own the sponsor issue queue: triage inbound requests, set response-time expectations, track resolution, and close the loop in writing
• Onboard new sponsors and exhibitors through a structured process covering portal access, deadlines, key staff contacts, and what to expect on site
• Build sponsorship toolkits in the Cvent exhibitor portal
• Train sponsor teams on lead retrieval, event apps, exhibitor portals, and meeting-scheduling tools ahead of the show
• Create and execute the sponsor and exhibitor communication plan across pre-event, on-site, and post-event phases, including onboarding materials, deadline reminders, logistics packets, exhibitor manuals, and pre-show briefings
• Conduct pre-event kickoff calls to confirm deliverables, deadlines, and success criteria for each account
• Maintain the master sponsorship planner covering contract terms, finance status, and fulfillment for every signed account
• Collect and track all contracted deliverables against deadline: logos, ad creative, session titles, and collateral
• Coordinate with marketing on sponsor-facing promotion — website listings, email inclusions, social, show guide, signage — and confirm accuracy before publication
• Coordinate with marketing and operations on physical fulfillment: signage placement, branded assets, hospitality space, badge scanning, and meeting rooms
• Create and manage exhibit floor plans, including booth assignments, using floor plan software
• Track sponsorship inventory by event — sold, held, and available — and flag under-performing assets before they go stale
• Run scheduled sponsor check-ins during the event; stay reachable and visible on the floor, resolving issues in real time with operations, AV, and registration
• Partner with portfolio leaders to build and execute the on-site rebooking process
• Frequent travel, up to twice per month February through November, typically three to four days at a time, including extended on-site days

Skills

• Bachelor's degree in hospitality, communication or related field
• 3+ years relevant events experience in a client/customer facing role
• Experience with CVENT or other event management software
• High-level proficiency with Microsoft Office applications
• Ability to successfully lead multiple concurrent projects, solve problems, and consistently meet deadlines with minimal supervision (individually and on teams)
• Excellent customer service skills, and the ability to work effectively in a high-pressure environment
• Superior attention to detail, the ability to create procedures, and a desire for accuracy in job performance

Qualifications

Must Haves

• Bachelor's degree in hospitality, communication or related field
• 3+ years relevant events experience in a client/customer facing role
• Experience with CVENT or other event management software
• High-level proficiency with Microsoft Office applications
• Ability to successfully lead multiple concurrent projects, solve problems, and consistently meet deadlines with minimal supervision (individually and on teams)
• Excellent customer service skills, and the ability to work effectively in a high-pressure environment
• Superior attention to detail, the ability to create procedures, and a desire for accuracy in job performance

Benefits

• Premium medical, dental, vision and other health plans – you choose what fits your needs
• Full vested 401(k) match to help you prepare for your future
• Generous paid time off, including vacation, sick, float, bereavement, and 12 office holidays
• Flexible working hours
• Paid parental leave