[Hiring] Conference and Educator Events Coordinator @Epic Kids Inc.

Role Description

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).
  • 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.

Qualifications

• 3 to 5 years running event, trade show or conference operations end to end, in any industry.
• 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.
• 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