The Association for association professionals in Chicagoland
Bethesda, Maryland
Gaithersburg, Maryland
Posted: 29-May-26
Location: Maryland
Type: Part Time
Categories:
Additional Information:
Position Summary
The Maryland Association of CPAs (MACPA) is seeking a detail-oriented and highly organized part-time Event Experience Manager to support the planning and execution of approximately 12 in-person and virtual events annually across Maryland.
The Event Experience Manager will support the logistical planning, vendor coordination, contracting, onsite execution, and operational details needed to deliver high-quality MACPA events.
This role is essential to ensuring MACPA events are well-organized, professionally executed, and aligned with the attendee, sponsor, speaker, and member experience goals established by the event team.
This is a part-time position that plays a critical role in helping MACPA deliver events that reflect its commitment to community, connection, learning, and professional excellence.
Key Responsibilities
Event Contracting
- Manage venue and vendor contracts for in-person events, including hotels, conference centers, caterers, audio-visual providers, and other event-related vendors.
- Review contract terms and flag key considerations related to budget, deadlines, deposits, attrition, cancellation terms, space requirements, food and beverage minimums, and operational needs.
- Track contract deadlines, deposits, deliverables, certificates of insurance, and other required documentation.
- Serve as the primary logistics point of contact for venues and vendors throughout the planning process.
- Ensure contract details are documented and shared with other internal stakeholders as needed.
Event Logistics & Execution
- Coordinate logistical elements of in-person events, including room setups, food and beverage, AV needs, signage, registration flow, sponsor areas, speaker needs, attendee movement, and onsite experience.
- Develop and maintain detailed event timelines, logistics checklists, run-of-show documents, banquet event orders, and onsite planning materials.
- Partner with other internal stakeholders to ensure logistics are aligned with the overall event timeline, project plan, budget, programming, sponsorship commitments, and attendee experience goals.
- Support the planning team in identifying logistical risks, potential bottlenecks, and resource needs that may impact event execution.
- Attend planning meetings as needed to provide logistics updates, raise operational considerations, and ensure follow-up on assigned event tasks.
- Support onsite or live event execution, troubleshooting logistical issues in real time and helping ensure the event runs smoothly.
Vendor, Venue & Sponsor Logistics Coordination
- Maintain strong working relationships with venues, caterers, AV providers, and other event vendors.
- Source new venues and vendors as needed to support MACPA’s evolving event needs, geographic reach, budget goals, and attendee experience standards.
- Coordinate sponsor-related logistics in collaboration with the sponsorship team and planning team, including exhibit tables, sponsor signage, AV needs, onsite placement, and other agreed-upon deliverables.
- Confirm vendor and venue responsibilities before each event and ensure all parties are clear on expectations, deadlines, and onsite needs.
Operational and Administrative Support
- Track event-related expenses and support budget management by maintaining accurate records of contracts, invoices, estimates, deposits, and final charges.
- Maintain organized event documentation, including contracts, invoices, BEOs, floorplans, vendor contacts, logistics notes, and post-event information.
- Update assigned tasks in Asana and support visibility into logistics-related deadlines, deliverables, and dependencies.
- Coordinate with internal teams to ensure event details are communicated clearly and consistently.
- Identify opportunities to improve planning processes, vendor coordination, documentation, efficiency, and the overall event experience.
- Participate in post-event debriefs or After Action Review meetings as needed.
- Provide recommendations for future improvements related to venue selection, vendor performance, onsite flow, attendee experience, and logistics planning.
Qualifications
- 3-5 years of experience in event planning, coordination, logistics, or meeting management.
- Strong experience managing venue and vendor contracts.
- Experience working with hotels, conference centers, caterers, AV providers, and other event vendors.
- Highly organized with exceptional attention to detail.
- Ability to manage multiple events, timelines, vendors, and deadlines simultaneously.
- Strong communication, follow-up, and problem-solving skills.
- Comfortable working independently while collaborating closely with a virtual team.
- Experience using project management tools such as Asana is preferred.
- Must reside in Maryland area and have knowledge of Maryland venues.
- Ability to travel within Maryland and work occasional evenings or early mornings for event support.
Compensation & Work Structure
- $35-40 per hour based on experience
- Part-time, remote position with flexible hours that fluctuate throughout the year based on MACPA’s event calendar and organizational needs, with peak planning and execution periods potentially requiring up to approximately 28 hours per week
- Eligible part-time employees may receive benefits including paid PTO: floating holidays, sick leave, volunteer hours, access to MACPA’s Employee Assistance Program (EAP), participation in the MACPA 401(k) plan, and access to group-rate health insurance option
Why This Role Matters
At MACPA, in-person events are where relationships are built, ideas are exchanged, and the profession moves forward. As MACPA evolves its event model, this role will help ensure that every event is thoughtfully planned, professionally executed, and grounded in a high-quality experience for members, attendees, sponsors, speakers, and partners.
The Event Experience Manager helps bring MACPA’s event strategy to life by managing the details that make meaningful, well-run experiences possible.
