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Expo Coordinator


Ventures Endurance Mission : Produce world-class, community-centric events that engage, empower, and celebrate every participant.

Ventures Endurance Core Values:

  • Communicate Collaboratively
  • Act with Authenticity
  • Embrace Inclusivity
  • Celebrate Achievements
  • Exceed Expectations
  • Nurture Passion
  • Live with a Growth Mindset

Base Salary: $45,000 - $50,000

The Expo Coordinator will be responsible for planning and executing on all elements pertinent to a successful expo or pre-race event across many brand portfolios. Competitive applicants will have experience working at live athletic events in a participant-facing role. Travel will be required, and preference is given to those who can adapt and work well with others in a fast-paced environment. This is a remote role, and the Expo Coordinator will support minimum of 20 events within the endurance space with a focus on the Hot Chocolate Run brand and traditional road-races.

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Responsibilities may include, but are not limited to:

  • Help establish the vision and goals for event expos in conjunction with the Expo Director and operations team leadership
  • Conduct venue and contractor outreach, quote analysis and negotiation on behalf of the expo team, and ensure timely and accurate payment/tracking of vendors
  • Create, maintain, submit and organize documents relevant to each expo market relating to expo procedures, permits, floorplans, and schedules
  • Ordering of all expo production needs either through third-parties or set venues, including audio/visual, security, heavy equipment, union labor, catering and buyouts, and more
  • Organize and maintain accurate supply inventory for each expo, including overall expo equipment and participant giveaways
  • Oversee expo unload/buildout and breakdown/post-event trailer packing, in addition to managing the expo during public hours
  • Assist in the management and retention of both vendors and sponsors for each expo market, including pre-event communication and on-site management of all booth sales
  • Establish and maintain effective working relationships with third parties, venue managers and other vendors to coordinate the production of event expos
  • Supervise hired staff on the execution of expo related elements and interaction with participants, in addition to leading department representatives during expo hours
  • Work across departments, such as Marketing, Customer Service, Volunteers and Warehouse to problem solve, improve operational efficiencies and forge interdepartmental relationships
  • Communicate event changes to all appropriate external and internal parties to ensure accurate information regarding expo and participant experience

Travel: 60% throughout the year

Required Skills and Qualifications:

  • Bachelor's Degree and/or experience in the special events industry
  • Proven attention to detail with ability to multitask and meet deadlines
  • Ability to hold oneself accountable and an aptitude for prioritizing multiple projects at once
  • Proven leadership and management abilities
  • Exceptional verbal and written communication skills
  • Ability to troubleshoot and find alternative solutions under pressure
  • Proficient in Excel and Word, experience with EventHub, USI, SocialTables, SmartSheets and registration platforms preferred
  • Willing to work long event hours
  • Ability to lift/carry up to 50 lbs.
  • Experience with booking group travel preferred, but not required
  • Experience in client/vendor relations preferred, but not required
  • Experience in contract negotiations preferred, but not required

Qualities required of all Ventures Endurance team members:

Ventures Endurance is a growth-oriented organization with successful team members possessing a strong work ethic and the ability to work individually and as a team. Solutions-oriented individuals with a hands-on approach to identifying inefficiencies and cost-saving opportunities, while maintaining a quality workplace environment and product. The flexible and cooperative environment lends itself to a tight-knit community of employees working together to achieve success.

About Ventures:

USA TODAY NETWORK Ventures creates impactful consumer engagements and experiences through world-class events, promotions, races, and technology. We strive to exceed expectations, create unforgettable memories, and drive value for our partners while leveraging our reputable institutions, including USA TODAY and more than 250 local media brands.

Our portfolio includes the largest high school sports recognition program in the country, USA TODAY High School Sports Awards, and other celebrated brands including the Official Community's Choice Awards, American Influencer Awards, Hot Chocolate Run, Blockbuster Bucket List sweepstakes, Amazing Teachers contest and more. Our events are managed with our proprietary ticketing and registration platform, EnMotive.

The events and promotions that we build inspire pride in local communities and connect local and national businesses with highly engaged audiences. We are an industry leader and drive results from coast to coast.



The annualized base salary for this role will range between $34,200 and $70,000. Base compensation is reflective of many factors, including, but not limited to, the market in which one lives/works, individual education level, skills, certifications and experience. Note: variable compensation is not reflected in these figures and based on the role, may be applicable

Job ID: utn-72473
Employment Type: Other

Perks and Benefits

  • Health and Wellness

    • HSA With Employer Contribution
    • Health Insurance
    • Dental Insurance
    • Vision Insurance
    • Life Insurance
    • Short-Term Disability
    • Long-Term Disability
    • FSA
    • Pet Insurance
    • Mental Health Benefits
    • HSA
  • Parental Benefits

    • Fertility Benefits
    • Adoption Assistance Program
    • Family Support Resources
    • Birth Parent or Maternity Leave
    • Non-Birth Parent or Paternity Leave
  • Work Flexibility

    • Flexible Work Hours
    • Remote Work Opportunities
    • Hybrid Work Opportunities
  • Office Life and Perks

    • Commuter Benefits Program
    • Casual Dress
  • Vacation and Time Off

    • Paid Vacation
    • Paid Holidays
    • Personal/Sick Days
    • Leave of Absence
    • Volunteer Time Off
  • Financial and Retirement

    • Financial Counseling
    • 401(K)
    • Performance Bonus
    • Relocation Assistance
  • Professional Development

    • Internship Program
    • Leadership Training Program
    • Mentor Program
    • Access to Online Courses
    • Lunch and Learns
    • Work Visa Sponsorship
    • Tuition Reimbursement
    • Promote From Within
  • Diversity and Inclusion

    • Employee Resource Groups (ERG)
    • Diversity, Equity, and Inclusion Program