Arrowfly, LLC seeks an experienced candidate for the position of Sponsor Relations Coordinator to join our Events team. This role will be responsible for end-to-end execution and project management of sponsorship deliverables across the live events business. This is a highly visible role that requires strong project management skills, and the ability to support multiple priorities in a fast-paced, deadline-driven environment. The ideal candidate is proactive, resourceful, and comfortable operating with evolving processes. This role regularly interfaces with internal stakeholders and external sponsors.
YOUR KEY RESPONSIBILITIES
Relationship ownership
- Serve as primary relationship owner and day-to-day contact for sponsors and exhibitors from contract signature through post-event wrap, including a proactive contact cadence between events
- Own the sponsor issue queue: triage inbound requests, set response-time expectations, track resolution, and close the loop in writing
Onboarding and enablement
- Onboard new sponsors and exhibitors through a structured process covering portal access, deadlines, key staff contacts, and what to expect on site
- Build sponsorship toolkits in the Cvent exhibitor portal
- Train sponsor teams on lead retrieval, event apps, exhibitor portals, and meeting-scheduling tools ahead of the show
Communications
- Create and execute the sponsor and exhibitor communication plan across pre-event, on-site, and post-event phases, including onboarding materials, deadline reminders, logistics packets, exhibitor manuals, and pre-show briefings
- Conduct pre-event kickoff calls to confirm deliverables, deadlines, and success criteria for each account
Fulfillment and tracking
- Maintain the master sponsorship planner covering contract terms, finance status, and fulfillment for every signed account
- Collect and track all contracted deliverables against deadline: logos, ad creative, session titles, and collateral
- Coordinate with marketing on sponsor-facing promotion — website listings, email inclusions, social, show guide, signage — and confirm accuracy before publication
- Coordinate with marketing and operations on physical fulfillment: signage placement, branded assets, hospitality space, badge scanning, and meeting rooms
Floor plan and inventory
- Create and manage exhibit floor plans, including booth assignments, using floor plan software
- Track sponsorship inventory by event — sold, held, and available — and flag under-performing assets before they go stale
On site
- Run scheduled sponsor check-ins during the event; stay reachable and visible on the floor, resolving issues in real time with operations, AV, and registration
- Partner with portfolio leaders to build and execute the on-site rebooking process
Travel
- Frequent travel, up to twice per month February through November, typically three to four days at a time, including extended on-site days
