Job Description

About Discover Lancaster

Discover Lancaster, a private non-profit partnership organization, is the official Destination Marketing Organization for Lancaster County. Our mission is to stimulate economic growth throughout the County by attracting visitors and inspiring them to discover the unique destination. Discover Lancaster creates, plans, and implements marketing, sales, and public relations programs that attract meetings, conventions, tradeshows, international and domestic groups, media, and leisure travelers to Lancaster County.

Nature & Scope of Position

The Part Time Events Coordinator works under the direction of the Partnership Manager and is responsible for handling the planning and execution of three major annual events, as well as other smaller events for the Partnership, Sales and Marketing departments. This role is project-based, with heavier time commitments during the weeks leading up to each event. The coordinator will manage logistics, vendor communication, timelines, and on-site event support.

Summary of Essential Functions

Event Planning & Logistics

• Collaborate with Discover Lancaster staff to develop event timelines and task lists.
• Coordinate with venues, caterers, AV teams, décor vendors, and other service providers.
• Manage contracts, budgets, and invoices for assigned vendors.
• Oversee registration processes, ticketing, and attendee communications.

Event-Specific Duties

• Host Awards: Coordinate nomination process, assist with selection committee logistics, manage guest invitations, and oversee event-night flow.
• Marketing Summit: Manage session scheduling, speaker coordination, breakout activity logistics, catering, and networking mixer arrangements.
• Annual Dinner: Support vendor coordination, live entertainment logistics, pre-dinner mixer details, seating arrangements, and program run-of-show.
• Smaller partner mixers (ice cream social, family fun mixer, and holiday party)
• Sales Events as needed (tradeshow coordination, sales mixers, etc.)
• Press Events as needed (Familiarization tours, press dinners, etc.)

On-Site Coordination

• Serve as main point of contact for vendors and staff during partner events.
• Oversee set-up, registration, guest experience, and tear-down.
• Troubleshoot any issues to ensure events run smoothly.

Other Duties as assigned

Qualifications

• Proven experience in event coordination, preferably with conferences, dinners or awards programs.
• Strong organizational skills and ability to manage multiple priorities - strong attention to detail
• Ability to work independently, and collaboratively
• Flexible schedule, including availability for some evening events (10-15 a year)
• Strong Microsoft Office skills to include Word, Excel, Outlook, and PowerPoint
• Strong time management skills
• A willingness to learn

Work Environment

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, postage machines, and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is regularly required to sit for extended periods; and occasionally required to climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

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