Conference and Educator Events Coordinator

About the Role

We are hiring a hands-on, detail-driven Conference and Educator Events Coordinator to manage our growing conference calendar from contract to close-out. This is a temporary W2 position for 6 months, with the option to extend, requiring 35 to 40 hours per week. Reporting to the Educator Engagement Lead, the ideal candidate will have 3 to 5 years of event operations experience, a proven ability to manage multiple events simultaneously, and a strong attention to detail to ensure nothing is late, lost, or missing. The target start date is mid-November 2026.

What You Will Own

Conference planning and logistics

Manage end-to-end conference operations across an annual calendar of 10 to 12 events (FETC, TCEA, ISTE, ASU+GSV, NCTE, BETT and others), with several shows in planning at once. Own booth logistics, shipping, vendor coordination, swag and giveaway procurement, and travel for staff and Epic Educator Fellows. Track sponsorship deliverables and deadlines.

Booth design and educator experience

Help shape the next version of the Epic booth: research display and signage options, vendors and costs, and coordinate with our creative team on the look. Design booth experiences and giveaways, like our Educator Box, that pull educators in and leave a strong impression. Coordinate recognition moments that build goodwill with the educator community.

• New user and educator outreach
• Drive first-time educator sign-ups and activations through on-site demos, hands-on experiences, and clear onboarding pathways. Partner with marketing on pre-event outreach and post-event nurture to convert conference contacts into active users.
• Lead capture and follow-through
• Own badge scan setup, contact deduplication, and CRM upload. Build structured post-event reports tracking reach, engagement quality, and new user metrics. Route contacts to the right follow-up sequences based on educator type and interest level.
• Project tracking and budget management
• Maintain conference timelines in Asana. Track budgets against actuals and reconcile expenses. Research new event opportunities based on audience fit and potential for educator reach, not just attendance numbers.

What a Typical Show Looks Like

• 3 days on the floor, a 10x10 or 10x20 booth, 2 to 3 Epic staff and 2 Fellows, 1 sponsored session, 1 or 2 author signings, an Educator Box giveaway, and a lead target.
• Planning starts about 12 weeks out and wraps 30 days after the show, with the busiest stretch in the final 6 weeks.
• Shows come a few weeks apart, so you will usually have two or three in flight at once.

Who We Are Looking For

Required

• 3 to 5 years running event, trade show or conference operations end to end, in any industry. You have owned exhibitor kits, decorator orders, shipping and on-site logistics yourself, not just supported someone who did.
• A track record of hitting deadlines across several events at once, with a system you can show us (Asana, Monday, Trello, a very good spreadsheet).
• Comfortable on the phone and in email with decorators, venues, publishers, hotels and freight carriers, and clear enough in writing that a status update is four bullets, not four paragraphs.
• Careful with money: order forms, card authorizations, receipts and budget reconciliation are done right the first time.
• Remote and self-directed, with reliable overlap with Eastern and Pacific time.
• Able to travel to 2 to 4 shows a year for on-site support (about 10 to 15 percent).

Nice to Have

• EdTech, K-12 or education conference experience (ISTE, FETC, TCEA, NCTE, state affiliates).
• Experience sourcing booth displays, graphics or signage, or working with a creative team on event materials.
• Lead retrieval and post-event lead workflows (badge scanners, deduplication, CRM or Iterable uploads).
• Swag and print vendor management.
• Comfortable using AI tools like Claude or ChatGPT in your day-to-day work.

Compensation $43 to $50 per hour