Sponsor Relations Coordinator (Events)

About the role

Arrowfly, LLC seeks an experienced Sponsor Relations Coordinator to join the Events team. This full‑time role is responsible for end‑to‑end execution and project management of sponsorship deliverables across the live events business. The position is highly visible, requires strong project management skills, and the ability to support multiple priorities in a fast‑paced, deadline‑driven environment. The ideal candidate is proactive, resourceful, and comfortable operating with evolving processes, regularly interfacing with internal stakeholders and external sponsors. Travel is required up to twice per month from February through November, typically three to four days at a time, including extended on‑site days.

Responsibilities

• Relationship ownership – serve as primary relationship owner and day‑to‑day contact for sponsors and exhibitors from contract signature through post‑event wrap, maintaining 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.
• Onboarding and enablement – onboard new sponsors and exhibitors through a structured process covering portal access, deadlines, key staff contacts, and site expectations; 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.
• Communications – 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.
• Fulfillment and tracking – 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, 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, meeting rooms).
• Floor plan and inventory – create and manage exhibit floor plans, including booth assignments, using floor plan software; track sponsorship inventory by event (sold, held, available) and flag under‑performing assets before they go stale.
• On‑site – 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.

Requirements

• 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

• Competitive salary.
• 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, 12 office holidays and flexible working hours.
• Supportive work/life balance and paid parental leave.
• Dynamic, dedicated, fun and hard‑working environment.
• A collaborative work environment in a growing market.
• Consistently ranked as a Top Workplace and included on the Forbes 5000 Fastest Growing Companies for 5+ years.

Pay

$56,000‑$61,000 DOE