Event Logistics Coordinator

Event Logistics Coordinator Job Type: Full-time Reports To: Senior Director of Operations Location: Salt Lake City, UT About In The Event In The Event (ITE) coordinates and executes events that bring people together. Our team relies on strong communication, teamwork, and thoughtful planning to ensure each event runs smoothly from the first delivery to final load-out. We are looking for an organized, proactive Event Logistics Coordinator who enjoys solving problems, managing moving parts, and helping teams succeed in a fast-paced event environment. Position Summary The Event Logistics Coordinator is responsible for planning and coordinating the logistics of assigned events from pre-event preparation through load-in, event execution, strike, and load-out. This role serves as the central point of coordination between Account Executives, Warehouse, Fleet, vendors, venues, and event crews. You will manage event logistics plans, transportation schedules, crew coordination, venue requirements, and event-day logistics to help ensure that people, equipment, and resources are where they need to be, when they need to be there. The ideal candidate is detail-oriented, communicates clearly, anticipates potential challenges, and can manage multiple events and changing priorities without losing sight of the big picture. Key ResponsibilitiesEvent Planning and Coordination Develop and maintain detailed logistics plans and timelines for assigned events. Review event scopes to identify logistical requirements, resource needs, and potential challenges. Coordinate schedules from load-in through strike and load-out. Establish clear responsibilities, deadlines, and communication expectations. Identify potential issues early and help develop solutions before event day. Transportation and Equipment Movement Coordinate trucks, trailers, drivers, and transportation requirements. Create delivery and pickup schedules and transportation routes as needed. Coordinate equipment movement between ITE, vendors, venues, and other locations. Arrange vehicle staging, parking, loading dock access, and delivery logistics. Communicate transportation and equipment requirements to Warehouse leadership. Crew and Labor Coordination Coordinate crew schedules, call times, and event staffing logistics with Operations and Warehouse leadership. Communicate reporting times, locations, parking, credentials, and site access information to event crews. Coordinate freelance and specialty labor when needed. Help manage labor and resources across overlapping events. Communicate schedule changes and updates promptly. Venue and Site Logistics Serve as the primary ITE logistics contact for assigned venues. Coordinate load-in and load-out windows, loading docks, freight elevators, parking, security, credentials, vendor check-in, and storage. Confirm venue restrictions, access requirements, and union requirements when applicable. Conduct or coordinate site walks as needed. Identify venue-specific challenges and develop logistical solutions before event day. Vendor and Rental Coordination Coordinate delivery and pickup schedules with vendors and rental companies. Confirm arrival times, locations, access requirements, and responsibilities. Track rental equipment from pickup through return. Coordinate specialty transportation, lifts, rigging support, trucking, and other outside logistical services. Event-Day Logistics Coordinate the arrival and movement of trucks, vendors, crews, and other event resources. Monitor event progress against established logistics schedules. Troubleshoot logistical issues and communicate changes or delays. Coordinate strike and load-out logistics. Help keep events moving while minimizing disruptions to other departments. Communication and Documentation Maintain clear communication between Account Executives, Production, Warehouse, Fleet, vendors, venues, and crews. Maintain accurate event schedules and logistics documentation. Participate in event planning and prod…

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