Conference Coordinator

Overview

Conference Coordinator Jobs in Iowa City, IA at Iowa Association for Energy Efficiency

Title: Conference Coordinator

Company: Iowa Association for Energy Efficiency

Location: Iowa City, IA

The Iowa Association for Energy Efficiency (IAEE) is seeking a highly organized and detail-oriented Conference Coordinator to support the planning and execution of the Iowa Energy Summit, Iowa’s premier energy efficiency conference.

This part-time contract role is responsible for coordinating key aspects of conference planning and execution, including venue logistics, speaker, sponsor, and exhibitor coordination, attendee communications, continuing education credit management, and onsite event delivery, including attendance at IAEE-led conference events and activities as directed by the Executive Committee and Conference Committee Chair(s). The Conference Coordinator will work closely with IAEE leadership and volunteer committees to ensure a seamless and high-quality event experience.

A significant portion of the 2026 Iowa Energy Summit planning has already been completed by a dedicated volunteer committee. The Conference Coordinator will build on this strong foundation by advancing logistics, coordinating stakeholders, and ensuring smooth execution of the event. This creates a unique opportunity to step into an established planning process while still playing a critical leadership role in delivering a successful conference.

The ideal candidate is a proactive, self-directed professional who can manage multiple priorities, communicate effectively with diverse stakeholders, and drive projects forward within an established framework.

This position is compensated at $1,300 per month, running from the agreed start date through December 2026, with a strong likelihood of renewal for future annual conference cycles based on performance.

Key Responsibilities

Venue & Logistics Management

• Support finalization and coordination of venue logistics, including room setups, audiovisual (AV) needs, catering, parking, and accommodations.
• Assist with any future venue research or planning (e.g., 2027 event needs).
• Review banquet event orders (BEOs), verify billing accuracy, and maintain documentation.
• Track expenses and provide regular budget updates to the IAEE Board and Conference Committee.

Speaker & Program Coordination

• Maintain and support the speaker selection process, including keynote(s), plenary, and session speakers. 
• Manage abstract submissions, reviews, and communications.
• Send acceptance/rejection notifications and connect speakers with moderators.
• Collect presentation materials, bios, and confirm AV needs prior to the event, and provide speaker support before and during the event.
• Coordinate program planning, including drafting the run-of-show, slotting and assignment of sessions and presenters, and other duties as directed by the Conference Committee Chair(s).

Exhibitor & Sponsor Coordination

• Support recruitment communications and respond to sponsor/exhibitor inquiries.
• Provide logistical details, including setup instructions and promotional codes.
• Coordinate exhibit hall layout and collect branding materials for signage and electronic display based on sponsorship benefits.
• Conduct post-event exhibitor evaluations and reporting.

Attendee Management & Communications

• Support development and distribution of promotional email campaigns and social media posting.
• Manage attendee inquiries and monitor the registration platform (e.g., Eventbrite).
• Coordinate badge production and distribution and maintain registration and attendance reports.

Pre-Conference Planning

• Coordinate planning meetings with IAEE committees; prepare agendas and meeting notes.
• Assist with website updates, registration setup, and event communications.
• Prepare conference materials including, but not limited to, signage, electronic materials, draft presentations, and evaluation surveys.
• Coordinate volunteers and assist with credential submissions (e.g., GBCI, PDH).
• Support planning of tours, transportation, and networking events.
• Monitor budget performance and provide monthly updates.

Onsite Event Execution

• Oversee setup and readiness of all meeting and exhibit spaces for summit and pre-summit events.
• Ensure AV functionality and provide real-time support to speakers.
• Manage registration desk and attendee flow and navigation.
• Troubleshoot issues and ensure adherence to event schedule.
• Track attendance across sessions, meals, and activities.
• Support evaluations, networking events, tours, and event breakdown.
• Attend official summit events and represent the association as requested by the Executive Committee and Conference Committee Chair(s).

Post-Conference Responsibilities

• Compile, summarize, and report to the board attendee evaluations and feedback.
• Send thank-you communications to speakers, sponsors, and partners.
• Assist with continuing education documentation (e.g., GBCI, PDH).
• Review and reconcile final invoices and prepare a final expense report.

Qualifications

• Experience in event coordination, project management, or a related role.
• Strong organizational and time management skills with the ability to manage multiple priorities within an established planning framework.
• Excellent written and verbal communication skills.
• Ability to work independently and meet deadlines with minimal supervision.
• Proficiency in Microsoft Office, event/registration, and Constant Contact or similar communication platforms.
• Strong attention to detail and problem-solving ability.
• Customer service-oriented mindset with experience supporting diverse stakeholders.

Preferred Qualifications

• Experience planning conferences or large-scale professional events.
• Familiarity with nonprofit organizations, boards, or volunteer committees.
• Experience managing sponsors, exhibitors, or speaker programs.
• Interest in energy efficiency, sustainability, or related fields.

Additional Information

• Organization: Iowa Association for Energy Efficiency (IAEE)
• Event: Iowa Energy Summit November 9-10, 2026 at the Hyatt Regency Coralville
• Schedule: Part-time (July–December 2026; workload increases closer to event date)
• Compensation: $1,300/month (contract)
• Location: Remote, with required onsite presence during the Iowa Energy Summit
• Future Opportunity: Strong likelihood of renewal based on performance

Contract Details

• Tax Liability and Indemnification: This is a 1099 contract position, the contractor is solely responsible for all taxes (income, FICA, unemployment) and indemnifies the association against any liability.
• Equipment and Expenses: The contractor provides their own tools and software, except those resources provided by IAEE in support of contract execution.
• Control and Schedule: Contractor sets and manages their own work schedule and additional commitments and is expected to deliver complete work products on time and on budget for IAEE as outlined in this position description and the employment contract.
• Confidentiality and IP: Contractor agrees to maintain and protect confidential records of IAEE and its members, acknowledges that IAEE is the sole owner of its intellectual property and agrees to return or appropriately dispose of and all IAEE property, written, physical, or electronic upon contract termination.
• Governing Law: An employment contract will be entered into in compliance with all applicable federal, state, and local laws. Jurisdictional laws supersede any conflicting contract language should a discrepancy be identified.