Freelance Event Coordinator

Why Join Us?

We’re a full-service event design and production agency redefining how Houston and Austin experience events. Our Texas-based team of visionaries, makers, and storytellers move beyond logistics to plan and design immersive events and brand worlds. Through strategy and production, experience design, and cultural insight, we craft bold, sensory-rich moments that spark connection and leave a lasting memory. 

From intimate gatherings to large-scale brand activations, our work pushes boundaries, blends beauty with meaning, and transforms your ideas into unforgettable experiences.

About This Opportunity: 

We are currently seeking a freelance, creative, talented and experienced Event Coordinator based in Houston to play a pivotal role in Planned With's growing event planning business. The responsibilities for the Event Coordinator include planning, managing and producing event projects for Planned With to meet established revenue goals and client expectations. This candidate is a team player, well-prepared, organized, leads by example and is responsible for successfully producing events representative of the Planned With brand. We expect the Event Coordinator to bring a positive attitude to the day-to-day operations and a depth of knowledge and organization that enhance the Planned With event workflow.

This is a freelance, contract-based role averaging 5–15 hours per week, plus additional hours during event days. The position offers flexibility with a primarily remote work schedule and opportunities for growth within a fast-paced, creative environment. Candidates must be based in Houston but should expect occasional travel (i.e. to Austin, etc.) for events.

We are seeking an individual who is confident, self-managed and has a positive attitude to work closely with clients. We expect this candidate to have at least two years of professional event planning experience and an individual with a business savvy and entrepreneurial mindset.

What You'll Do:

Event Planning: 

• Plan and execute events/projects alongside the assigned event manager that are representative of the Planned With brand
• Secure all necessary contracts and deposits from clients
• Manage event timelines, budgets and vendor relationships
• Coordinate all necessary production-related vendors and logistics, including but not limited to: tent, power, catering, lighting, AV, show production, entertainment, transportation, furniture rentals, fabrications and new inventory production to ensure event success
• Coordinate site inspections and work directly with site contacts to ensure a smooth integration of their operation and our installation
• Coordinate all invoicing and payments between Accounting Department and client
• Ensure event managers and production team leaders receive accurate event information according to established timeframes
• Support on-site event execution and facilitate the successful delivery, installation, and strike of all events
• Supervise the performance of all event onsite staff including all contracted outside vendors

Creative Direction:

• Collaborate with event managers and the creative team to develop innovative concepts and themes for events (in Pinterest and Canva) 
• Assist in designing event layouts, decor, and overall aesthetic (in Canva) 
• Contribute to the development of 3D renderings, event branding materials, invitations, and promotional content as needed 
• Ensure brand consistency and high-quality standards across all creative deliverables

Client & Stakeholder Management:

• Communicate effectively with clients to understand their vision, goals, and requirements
• Provide regular updates to clients and internal stakeholders (i.e. event managers) on event progress and creative direction
• Address client feedback and make necessary adjustments to meet expectations

Research & Innovation:

• Stay updated on industry trends, emerging technologies, and creative techniques 
• Conduct research to identify new opportunities for enhancing event experiences
• Propose fresh and innovative ideas to elevate the quality and impact of our events

Social Media & Other Duties: 

• Other various responsibilities as assigned by supervisor, including Planned With social media content curation, website updates and management, integrating new AI tools, sales and administrative duties, etc. 

Qualifications & Experience:

• 4 year Bachelor’s Degree in Event Management, Marketing, Communications, or a related field
• 1-2 years of experience in event planning, creative direction, or a similar role
• Ability to work well under pressure, juggle and prioritize multiple projects and adjust work accordingly, often against tight deadlines
• Creative mindset with a keen eye for detail and aesthetics
• Flexibility to travel and work evenings/weekends as needed
• Strong organizational and project management skills
• Excellent communication and interpersonal abilities
• Is proficient in Microsoft Office, Google Drive, Canva, Adobe Creative Suite