Event Registration Coordinator

Job Description

Job Description

At Impact XM , we design and execute world-class experiences — from global events to immersive brand activations. As an Event Registration Coordinator , you’ll play a critical role in bringing these experiences to life behind the scenes. You’ll ensure guests, speakers, and staff have seamless, stress-free travel, housing, and registration experiences across conferences, meetings, and trade shows.

If you're detail-obsessed, thrive in fast-paced environments, and love creating order out of complexity — this is the role for you.

• Build, test, and manage registration websites using Cvent — ensuring flawless functionality, accuracy, and a user-friendly experience

• Track registrations, badges, payments, and housing logistics across multiple events

• Reconcile attendee transactions and process vendor/staff payments with precision

• Provide weekly housing and registration reports with accurate forecasting of room blocks, attrition risks, and client-facing data

• Proactively resolve registration, housing, and vendor-related issues with professionalism and efficiency

• Partner with Convention Planners on logistics for meetings, speakers, security, parking, and F&B

• Track event timelines, key deliverables, and critical due dates (housing open/close, payments, cancellations, etc.)

• Assist in sourcing venues and meeting spaces aligned with client goals

• Support hotel contract negotiations and ensure compliance with terms

• Keep meticulous records of proposals, POs, vendor agreements, attendee lists, and rooming assignments

• Foster strong relationships with vendors, venues, and partners

• Travel on-site as needed to support registration and housing during live events

• Share ideas to improve processes, communication, and client service

• Associate’s degree or equivalent experience (background in events, meetings, or hospitality strongly preferred)

• Proficiency in Cvent is required — this is a Cvent-heavy role and experience with the platform will be essential to success

• Experience managing housing and registration for healthcare/life sciences based clients a major +!

• 6 months to 1+ year of experience supporting live events, conventions, or meetings

• Exceptional attention to detail — you catch what others might miss

• Strong ability to manage multiple priorities under tight deadlines

• A positive, client-first attitude with a focus on solutions

• Clear, professional communication — written and verbal

• Team player with flexibility and a collaborative mindset

• Solid experience with Microsoft Office tools (Excel, Outlook, Word, PowerPoint)

About Impact XM

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business.

OUR BRAND – What We Believe

Passion

is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.

ABC

Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.

We> Me

Collaboration and transparent communication creates our best work.

Trust

is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.

Respect

is Given – We understand, acknowledge, and appreciate the perspective and actions of others.

Impact XM Benefits

Impact XM offers a comprehensive benefit package including competitive salaries and the opportunity for growth within our exciting industry!

Safety Message
We want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees.
Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site . If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact-xm.com. If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.