Event Planner
6 days ago
Timeline: February 2026 to September 2026 with opportunity to extend
Job Type: Seasonal part-time non-exempt
Hourly Rate: $30/hour
Expected Hours: Variable week to week.
Company Description
More than 450,000 users Coast to Coast leverage Volo to organize, meet, communicate and play within their community through fitness and social activities. Whether it's a performance sport like soccer, or a social activity like cornhole, Volo provides something real. Real interaction, real activity, real fun, and real impact.
Volo is a movement-for people and by people who want to connect more meaningfully with each other. We are a grassroots uprising, helping others actually see who they're connecting with, and share experiences over the length of a season.
If you have a desire to make a difference through community and sports, Volo could be your next and final career destination. Come fly with us.
- Ranked Among Inc-5000 Fastest Growing Companies
- Over 450,000 Adult Participants Nationwide
- Partnering with Volo Kids Foundation, to serving more than 20,000 kids in free youth sports programs
- 11 City markets & counting ...
As Account Manager you will be the primary event planner. You will partner with Volo corporate clients - ranging from teams of 25 to company-wide groups of 500+ - to bring their event vision to life. Event types include field days, sports tournaments, casino nights, custom themed parties and more depending on the venue.
In addition to being the client's primary point of contact, you will be responsible for managing the event project and translating the event vision to all vendors, the venue and staff both in the planning stage and on the day of the event. Our intention is for you to be supported by at least 1 Junior Account Coordinator per event who is responsible for the event's staff and inventory. This may vary in our startup markets including Boston and Baltimore as you will be helping to build our local team and event operations.
This job is a contract, project-based position meaning that your hours are tied directly to the client event you are working on with the exception of some responsibilities related to starting up in new markets (Boston & Baltimore). It is essential to be detail oriented and organized; and, have strong interpersonal and problem-solving skills to communicate effectively with all stakeholders involved in the event planning and execution. Knowledge of local events vendors and previous experience in the events industry is preferred.
RESPONSIBILITIES
Event Planning
- Kick off administrative duties: saving all event information to Volo calendars and organization planning documents including but not limited to shared Gmail Calendar, Master Operations Document & Staffing Availability Document
- Create initial Event Deck & Planning Checklist to collect all relevant event details starting with whatever is shared by the sales team
- Serve as the primary point of contact and relationship manager to the client responsible for leading and schedule all client calls
- Manage and design run of show, layout and event experience overall
- Track budget for event based in partnership with Director of Accounts & Operations
- Liaise with client on any legal documentation in partnership with finance and legal team including COIs, waivers, indemnification and invoicing support as needed
- Understand and be able to speak to all venue capabilities
- Translate client's vision to facilities manager(s) to ensure all needs are met by the venue
- Manage all venue layouts and specifications to accurately depict event vision to all stakeholders
- Coordinate with vendors on all event needs. This may include updating shared layouts, regular email communications, and including vendors in client calls as needed.
- Submit additional payments and vendor details to finance for any services tendered from venues or vendors
- Re-brief vendor on day of event to ensure all details are covered
- Order any custom, branded swag including but not limited to medals and tshirts
- Ensure event setup is on par with client's expectations and as outlined in Event Deck
- Be the main point of contact for client contacts including setting up a group text and coordinating their meeting time and place
- Provide backup for Junior Account Coordinator with staffing or inventory needs
- Liaise with onsite events team including vendors, venue and staff on any run of show updates, client requests, etc.
- Work between vendors, the venue and the sales team to ensure accurate event quotes are shared and contracts are built. This includes building a list of trusted vendors and creating a catalog of preferred vendor options and pricing
- Lead walkthroughs with clients when ready to discuss event details
- Join calls with sales team to answer operational questions and help formulate the scope and structure of the event as needed
Additional information
Volo is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Volo does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. Volo also strives for a healthy and safe workplace and strictly prohibits harassment of any kind.
Job Questions:
- Are you authorized to work lawfully in the United States for Volo?
- Will you now or in the future require Volo to commence ("sponsor") an immigration case in order to employ you (for example, H-1B or other employment-based immigration case)? This is sometimes called "sponsorship" for an employment-based visa status.
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