Event logistics planner

2 weeks ago

Portsmouth, United States Purple Finch Events Full time

Job Description:


As an Event Logistics Planner at Purple Finch Events, you will play a crucial role in the successful planning and execution of our annual events. Your responsibilities will encompass a wide range of day-to-day tasks that ensure every event runs smoothly and meets our high standards of excellence.

You will collaborate closely with your assigned client manager, serving as the backbone of the planning process. Together, you will keep clients organized and informed, ensuring that timelines and objectives are met. Your ability to communicate effectively and maintain strong relationships will be key to fostering client satisfaction.

In addition to client interaction, you will work directly with our trusted vendors, helping to craft the unique look and feel of each event. Your creativity and attention to detail will be vital as you coordinate logistics, manage vendor relationships, and oversee the setup and breakdown of events.


Key Responsibilities:


  • Assist in the planning and execution of various events, ensuring all logistics are meticulously managed.
  • Collaborate with client managers to develop event timelines, budgets, and strategies.
  • Communicate effectively with client managers, providing updates and addressing any concerns throughout the planning process.
  • Coordinate with vendors, including caterers, decorators, and AV technicians, to ensure all elements align with the client’s vision.
  • Conduct site visits to assess venues and discuss layout and logistics with clients and vendors.
  • Create the event run of show and include all client movements and vendor arrival times, load in and load out times, venue installation times.
  • Work with the client to create their volunteer schedule and assignments and help train and implement at the event.
  • Maintain detailed records of all event logistics, including contracts, invoices, and timelines including payment schedules, COI and W-9 procurement.
  • Take meeting notes and create action plans for each assigned client. 
  • Create meeting agendas with the guidance of the client manager for each client meeting.


  • Client assistance with Greater Giving or any other event software. Inputting auction items, fund-a-need levels, guest information, food allergies etc. Will work in tandem with the creative design team to align with the overall event theme.


Skills & Qualifications:
  • Experience: Minimum of 1-2 years of experience in event planning, event management, or a related field. Experience working with non-profit clients or large-scale events is a plus.
  • Client-Focused: Strong customer service and relationship-building skills, with a focus on delivering a high level of satisfaction and trust.
  • Organizational Skills: Excellent project management and organizational abilities, with a proven track record of managing multiple events simultaneously and meeting deadlines.
  • Communication Skills: Outstanding verbal and written communication skills, with the ability to articulate complex ideas clearly and professionally to clients, vendors, and internal teams.
  • Financial Acumen: Experience managing event budgets, contracts, and invoices, with a keen attention to detail and ability to forecast and manage costs.
  • Problem-Solving: Strong analytical and problem-solving skills, with the ability to think quickly and remain calm under pressure.
  • Leadership: Ability to lead and motivate teams, providing direction and ensuring that every team member is aligned with the event goals and timelines.
  • Creative & Strategic Thinking: A balance of creativity and strategic thinking, able to help clients achieve their vision while keeping logistics and budgets in mind.
  • Technology Proficiency: Proficiency in event management software, Microsoft Office Suite (Excel, Word, PowerPoint), and CRM tools. Familiarity with design software and tools is a plus.
  • Education: Bachelor’s degree in Event Planning, Hospitality Management, Business, or a related field preferred.




Why Work With Us?

At Purple Finch Events, we’re a team of passionate professionals dedicated to creating extraordinary events that leave a lasting impact on our community. As a Client Manager, you’ll have the opportunity to work on a variety of exciting non-profit and corporate events, collaborate with a talented team, and contribute to the growth and success of our company. We offer a dynamic, creative work environment, opportunities for professional development, and the chance to play a key role in shaping memorable experiences for our clients.



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