ABOUT CO811: Colorado 811 is a nonprofit organization established in 1986 and located in Golden, CO. We serve as the communication link and educational resource between underground facility owners, excavators, locators, and the public. I am sure you have heard “Click before you Dig.” The organization works with all stakeholders to protect our Colorado underground utility lines from damage related to excavation. Working for Colorado 811 means you play a key role in our Colorado public safety and underground damage prevention mission and help keep everyone in Colorado safe while excavating.

We are seeking...

A dynamic, experienced, and flexible individual to coordinate the logistical planning aspects and deliverables for small to mid-size in-person and digital education events throughout the State of Colorado (and online) , such as regional committee meetings, internal company events, and external one/multi-day Conference events with up to 1,000 attendees, exhibitors, sponsors and other stakeholders. This role is located in Golden, Colorado with a current hybrid attendance model,  with little out-of-State travel required. Your ability to continually work in-person in the Golden, Colorado, office is required and out of State fully remote applications will not be considered. This role requires a great deal of diligence and a blend of creativity, technology aptitude, operational efficiency, critical thinking, and project planning ability to ensure all meetings and events delivered are impactful experiences aligned with attendee and management expectations, and the Colorado 811 mission.

When you join our Team…

You will become part of a formidable high-performing team that works hard and is proud of what we do…and we like to have fun too. If you are an ambitious, “go-getter,” take pride and ownership in your work, have great attention to detail and are a meeting planning rockstar (and have a sense of humor) …apply today! In addition to a competitive salary, we provide a full complement of benefits including a generous leave policy, a retirement plan, medical, dental, and vision insurance, and more. The current insurance package for employees is 100% paid by the company. Check out our employee forward benefits package overview: 

• Paid 100% of employee premiums for company sponsored:
  • Health Insurance Plan options 
  • HSA option
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
  • Short-Term Disability
  • Long-Term Disability
  • Employee Assistance Program
• A generous PTO benefit
• Paid Holidays
• Ergonomic workstation options
• Hybrid work environment
• Business Casual Culture

Starting Annual Salary Pay Range: Annual Salary Pay Range: $60,000-67,000 – Pay range is an estimated guideline and based on a combination of experience and skill set factors. Individual compensation will vary based on non-discriminatory factors such as certifications, education, experience, knowledge, skill level, abilities, and other competencies.

JOB DESCRIPTION SUMMARY

The Meetings & Events Coordinator plays a crucial role in the success of Colorado 811 by overseeing the planning, coordination, and execution of in-person and digital meetings, events, and conferences. This individual will collaborate closely with internal teams, external vendors, committee members, and business partners to ensure the delivery of high-quality in-person and digital events that contribute to the education of stakeholders and the prevention of underground utility damage and the growth of the Association. 

KEY RESPONSIBILITIES

Event and Meeting Planning and Delivery:

• In concert with senior leadership, coordinate the planning and execution of all CO811 meetings, events, and conferences for all in-person and digital events (internal and external), ensuring seamless logistics, program development, contracting, vendor and participant manager, education/material/ and speaker integration, and participant engagement as directed.
• Collaborate with various committees, vendors, volunteers, and external business partners to design and implement innovative and inclusive meeting and event experiences for both in-person and digital event environments.
• Coordinate with all stakeholders to deliver all aspects of event management, including venue selection, audiovisual arrangements, digital platform coordination or selections, insurance, food and beverage, draping, and more. Manage transportation and other operational coordination.
• Work with department director and other stakeholders to coordinate and effectively negotiate event terms, insurance and cyber security requirements, plan and recommend conditions for event venues and platforms, and coordinate partners to meet service expectations and ensure appropriate expense management. Provide meeting specifications for hotel/site bids; review bids and select hotels for site visits in coordination with the department director.
• Consults with leadership and other departments of organization to plan details such as number of people expected, sponsorship, prizes, delivery formats, materials, display space desired and food service schedule.
• Coordinate internal staff and external and temporary workers in preparing timelines, project plans, presentation to align staffing for events. Coordinate all support staff training administration and coordination of the internal/external staff and vendors as it relates to event operations.
• Inspect event venues, technology requirements, audio/visual, rooms, exhibit halls, and displays for conformance to needs and desires of group.
• Manage rooming lists, coordinate hotel rooms for Board members, staff, and other VIPs.
• Work closely with the event decorating or virtual event providers to ensure conference exhibit hall and all other venue spaces/areas such as registration, exhibits halls, training rooms, material delivery, are set up correctly and finalized on time for event.
• Facilitate weekly internal stakeholder meetings for multiple events simultaneously as directed to maintain timelines and task alignment and track progress.
• Set up, schedule, and coordinate all external tradeshows and exhibits, coordinate booths, prizes, tradeshow exhibit goals, staffing levels and schedules, and all other required logistical efforts to successfully exhibit at external events.
• Ensure all event material and educational presentations, and speaker assignments are complete and up to date in time for the event.
• Provide general administrative and customer service support as needed.
• Organize community-based events in collaboration with the Colorado 811 committees and other stakeholders to engage industry professionals and private property owners equally.

Metrics and Evaluation: 

• Establish and implement metrics to measure the effectiveness, success, failure, and improvement areas, and impact of digital education events and in-person meetings and education programs.
• Develop evaluation frameworks to assess participant satisfaction, learning outcomes, and overall program success.
• Use data-driven insights to make informed decisions and continuously improve program offerings.
• Utilize attendee and other measurement data to inform educational themes and topics of interest for a variety of audience segments. 

Budgeting and Financial Management:

• Work with department directors and senior leaders to coordinate and effectively negotiate terms, conditions with event technology, venues, and partners to meet service expectations, identify optimal delivery channel, and ensure appropriate expense management. Provide meeting specifications for hotel/site bids; review bids and select hotels for site visits.
• Works with leadership to effectively manage revenue and expense budget for each event and provides recommendations to managers about events and budget management decisions. Creating and maintaining financial event reporting documents and managing invoicing and estimates/contracts for future budget cycles, coordination of budget summaries, and submission of comprehensive post-event reporting information.
• Serve as the primary point of contact for sponsors, partners, and external stakeholders throughout the event process.
• Support grant writing efforts for events to secure funding and resources as directed.

Communication and Marketing: 

• Collaborate with the marketing, education, and other teams and external partners to promote meeting programs through various channels, including social media, newsletters, print, and the Colorado 811 website.
• Coordinate external exhibit schedule, materials, and booths in concert with marketing and other stakeholders.
• Work with marketing to find creative ways to consistently communicate the value of Colorado 811 digital and in-person conferences, meetings, events, and all other education initiatives to diverse audiences.
• Work with Marketing and Education & Damage Prevention teams to align marketing plan timelines, communications, and any training activities with event opportunities available, coordinate special functions and performs other duties to promote public awareness.
• Work with marketing to design promotional strategies, audience engagement plans, and educational content for events in concert with marketing and other stakeholders.

Partner Engagement: 

• Cultivate relationships with key partners, including members, sponsors, and partner organizations to enhance collaboration and support for Colorado 811 initiatives.
• Solicit and incorporate feedback from participants to continuously improve the quality of meetings and educational offerings. 

Other: 

• Provide staff support for CO811 Committees/Commissions as assigned.
• Facilitate weekly meetings with event planning teams to maintain alignment and track progress.
• Assist with planning and executing other internal and external meetings and events.
• Other duties as assigned. 

REQUIRED EDUCATION AND QUALIFICATIONS

• Bachelor’s degree in liberal arts, education, marketing, or other related field from an accredited institution is required. Degree may be substituted with robust and proven work experience as determined by company during interview process.
• A minimum of 4 (four) years of proven mid-size meetings, conference, event management experience is required.
• Desire to obtain the Certified Meeting Professional (CMP) accreditation is preferred.
• The ability to manage multiple events simultaneously, from small community gatherings to large expos is required.
• Strong proficiency in use of event-related software and tools, including diagramming, planning, and budget management platforms is preferred.
• Familiarity with both in-person meeting, virtual, and hybrid event platforms is preferred.
• Ability to learn, understand and support the damage prevention industry’s evolving needs, overall, and the needs of the industry and company.
• Proven experience in meeting and event planning, preferably within a non-profit or association setting.
• Strong organizational and project management skills, with attention to detail and the ability to manage multiple tasks and deadlines simultaneously for multiple events.
• Excellent communication, customer service, and interpersonal skills.
• Proficiency in relevant software and technology for event and budget management, surveys, and other relevant tasks is required.
• Demonstrated experience being a self-starter and problem solver. Ability to work independently as well as collaboratively in a team environment.
• Ability to work effectively with stakeholders in hotels, vendors, suppliers, members, and event attendees.
• Ability to work in fast paced environment and maintain composure and effectiveness.
• Effective presentation skills needed to instruct internal and external stakeholders.
• Ability to handle typical office and computer-related tasks and be proficient in Microsoft Office products.
• Ability to stay informed and integrate ADA and other accessibility best practices and emerging trends as they pertain to conference and event planning.

DESIRED ATTRIBUTES

• Exceptional organizational and project management skills.
• Ability to be flexible, pivot quickly, and operate in a planning project coordination environment.
• Strong interpersonal and diplomatic skills, with a problem-solving mindset.
• Creative and innovative thinker with an eye for details, design, and event branding.
• Ability and interest in using current and future virtual event technology options.
• Excellent communication skills, both written and verbal.
• Data-driven with a focus on continuous improvement and efficiency.

WORKING CONDITIONS

Generally, a hybrid work environment including remote telecommuter location for three days and two days in-office environment combination; occasional travel options as directed and practical, subject to change. Regular business hours 8 am - 5 pm MT or as directed/required. This role requires flexibility by the individual to accommodate work location, regular and weekend or evening hours schedule changes as necessary with occasional short notice to accommodate project related tasks and all meeting planning and related activities to effectively manage events, attendees, goals, and deadlines and accommodate all project deliverables as directed by management.  Must follow the current dress code policy with expectation of business and task appropriate attire and self-presentation beyond basic guidelines, appropriate to internal and external stakeholder interactions. The ability to bend and lift or move up to 50 lbs. is required.

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform.

About Colorado 811

The Colorado 811 Contact Center is part of a nationwide, state specific network of Contact Centers who deliver damage prevention activities to keep underground utilities and anyone who excavates in Colorado safe. The Underground Utility Notification Center, aka Colorado 811, is a 501c4, non-profit organization.

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