VIP Event Coordinator (CONTRACT) - CloserStill Media

Contract Period: May – June 2025 / 8 Weeks
Location: Remote, with potential for in-person attendance during events

WHO WE ARE:

CloserStill Media run over 80 market leading business exhibitions in the learning, healthcare, technology, and veterinary sectors, with events in the US, UK, Europe and Asia. Our portfolio includes some of the fastest growing, and often award-winning events including the London Vet Show, Cloud Expo Europe, Data Centre World, The Pharmacy Show, Learning Technologies, DevLearn and The Dentistry Show.

CommerceNext, part of CloserStill Media, is a community, event series and conference for marketers at retail and direct to consumer brands. The company harnesses the collective wisdom of its community to help marketers grow their businesses and advance their careers through its annual summit, dinner series, webinars, podcasts, industry research and an online community. Inc. magazine named the CommerceNext Summit one of the top 5 ecommerce conferences for 2019/2020 and in 2022 CommerceNext as the No. 277 Fastest Growing Advertising & Marketing Company in America. To learn more about CommerceNext, visit https://commercenext.com.

 WHO WE ARE LOOKING FOR:

This role is a great opportunity for someone with experience in event management and VIP relations. The ideal candidate is self-motivated, professional, capable of managing their workload and prioritizing tasks in a fast-paced environment and comfortable working remotely.

 THE ROLE:

The VIP Event Coordinator will work with the conference EVP and one of the Co-Founders to organize and fill approximately 25 dinners and 3 small scaled events for retail attendees during the CommerceNext Growth Show (June 24-26, 2025). The VIP Event Coordinator will focus on logistical planning, managing communications, and ensuring successful execution of dinners and events. This role offers an excellent opportunity to gain hands-on experience with large-scale events and interact with senior leaders in the retail and ecommerce industry.

Responsibilities Include:

• Planning and Coordination: Work closely with CommerceNext leadership to plan and fill approximately 25 dinners and 3 small scaled events for senior retail leaders attending the CommerceNext Ecommerce Growth Show.
• Invite Management: Organize invite lists, draft personalized invite communications, send out invites, and manage RSVPs using appropriate CRM tools.
• Guest Relations: Follow up with guests, handle event-related inquiries, and ensure smooth communication to enhance the guest experience.
• Event Logistics: Coordinate logistical elements such as venue confirmations, seating arrangements, managing the check-in process, and ensuring dinner hosts are equipped with all necessary information (run of show, guest lists, etc.).
• Onsite Event Support: Provide support in the lead-up to events and potentially attend events in-person, ensuring all elements run smoothly.
• Post-Event: Compile post-event reports detailing attendance numbers, feedback from hosts, and photos or other assets from the event.

Requirements:

• 1-3 years of experience in event management, customer service, or VIP relations. Experience in high-touch client or executive engagement is a plus. 
• Strong interest or experience in the retail ecommerce and digital marketing sectors.
• Advanced verbal and written communication skills; capable of crafting engaging event communications.
• Excellent attention to detail, organizational, and time management skills.
• Proficiency in Excel and experience managing data across platforms such as Google Sheets.
• Familiarity with Google Workspace (Docs, Sheets, Drive, etc.).
• Ability to multitask and prioritize in a fast-paced environment.
• Problem-solving mindset: Able to troubleshoot issues and improve event processes efficiently.
• Client-focused: A passion for delivering exceptional guest experiences.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. 

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.