Event Coordinator

As an Event Coordinator, you’ll coordinate support for project management and event operations, ensuring every event is more than a date on the calendar, but is a living expression of craftsmanship, connection, and car culture. From the timeless elegance of the Concours d’Elegance to the retro spirit of RADwood and the scenic adventure of the California Mille, Hagerty’s events bring people together in moments that celebrate passion, design, and community.

We’re seeking a dynamic, hands-on Event Coordinator who thrives in both the creative and logistical worlds. You understand what it takes to bring a vision to life, from the sparkle of an illuminated lounge to the precision of a perfectly timed load-in. If you love balancing timelines with textures, staging with storytelling, and logistics with luxury, this role was made for you!

Ready to get in the driver’s seat?  Join us!

What you’ll do

Project & Timeline Management

• 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.

Event Operations & Production

• 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.

Vendor & Partner Management

• 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.

Financial Oversight

• 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.

Marketing, Sponsorship & Communications Support

• 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.

Creative Development, Hospitality & Guest Experience

• 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.

Team Collaboration & On-Site Leadership

• 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.

This might describe you

• 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.
• Bachelor’s degree or equivalent in Event Production, Hospitality, or a related field preferred.
• 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.
• 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)