Event Coordinator

*must live in Austin, Texas*

Role: Event Coordinator

Employment Type: Part Time (20-30 hours)

Location: Hybrid (remote and on site)

Compensation: Hourly

What is Flowmagin?

flowmagin is a playful wellness and event studio rooted in movement, music, and expression.

flowmagin is a space for the Austin community to play on purpose, cultivate curiosity, and connect with their inner child through art, yoga, dance, poetry, music and playful modalities.

Our events support a wide range of offerings from: ecstatic dance, THC yoga, collage art, breathwork, open mic poetry, community drum circles, and jammies - our pajama playtime portal for adults.

From the ceilings to the floors, the environment at flowmagin was crafted by a crew of creatives to feel alive with creative energy and potential. We invite everyone to feel safe to express themselves and explore the edges of their emotional, physical, and spiritual wellness.

Located in the heart of East Austin

2505 East 6th Street

Event Coordinator Job Description:

The flowmagin Event Coordinator oversees all phases of internal and external flowmagin events. They execute the vision for flowmagin events and programming by engaging and collaborating with key community members in order to establish mutually beneficial partnerships that generate and increase flowmagin community engagement.

Their goal is to maintain a consistent weekly selection of high-quality experiences from 6 disciplines: Dance, Music, Mindful Movement, Art, Word-shops, and Play. They coordinate weekend workshops and other specialty flowmagin events and oversee venue rentals, ensuring outside programming is in line with the flowmagin mission and executed at a high level, always keeping in mind the flowmagin brand and how it’s presented to the community.

The flowmagin Event Coordinator is well-organized and competent in partnership management and event coordination. They have excellent communication skills, pay close attention to detail, and execute at a high level. They’re master delegators and are able to leverage a team to ensure the completion of a successful event. They are enthusiastic and playful, and are passionate about flowmagin and its mission.

Key Responsibilities

The Event Coordinator is responsible for overseeing all phases of internal and external flowmagin events.

• Establishing and maintaining relationships with community partners and vendors
• Understand requirements for each event, planning with attention to financial and time constraints
• Oversee all aspects of an event which include but are not limited to, the purpose, audience, venue set-up, timing, plans and timelines, content, messaging, and lead capture mechanism.
• Support in the development of flowmagin event assets and marketing collateral (Canva software)
• Oversee the execution of flowmagin event marketing plans
• Ensure event information on the flowmagin website is current and up-to-date
• Remaining under budget with all costs and collecting payments on time
• Managing events, and addressing problems that may arise
• Developing contingencies, planning for potential scenarios that could impact the integrity of the event
• Maintaining a working knowledge of the complex needs of a wide variety of events
• Oversee scheduling and booking event facilitators, speakers, talent, artists, etc.
• Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost, negotiating with vendors to achieve the most favorable terms
• Manage all event operations (preparing venue, invitations etc.)
• Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
• Oversee event happenings and act quickly to resolve problems
• Evaluate event’s success and submit reports

Required Skills and Qualifications

• Proven experience as event coordinator
• Proficient in G Suite (Google docs, sheets, forms, etc.)
• Excellent vendor and community partner management skills
• Outstanding communication and negotiation ability
• Well-organized with multi-tasking skills
• Able to work under pressure and remain calm
• Creative problem-solving ability
• Attention to detail, critical-thinker and problem-solver

Desired Knowledge & Skills

• Degree in hospitality management, public relations or relevant field is preferred
• A proven track record of organizing successful events
• Established community contacts

Attachments

The following attachments will be part of this job application. Those marked with an asterisk will be required to submit your application.

• Sample event coordination plan
• Event assets and collateral

The right person for this role:

Given the nuanced nature of our events, the right fit for this role has a high capacity for details, strong communication skills and meticulous attention to detail. You are systems minded, solution oriented, charismatic, and graceful in the way you move and hold yourself.

• You are a lover of people and get lit up by interacting and being with a diverse range of personality types.
• You seek to cultivate balance in your own experiences of life and are forever curious to explore more.
• You have a general love and understanding of diverse modalities– an appreciation for the beauty offered across the spectrum of flowmagin’s offerings.
• An ability to communicate to various stakeholders confidently
• You exemplify grace, humility, and general enthusiasm for working with diverse and dynamic groups of people.
• You are naturally playful, curious, and charismatic (can hold space in a group of people)
• Strong ability to take a vision and implement it into its highest form— able to organize, manage, and execute the precise details to make a dream come to life.
• You are intuitive and discerning, you have a hunger to learn and grow but a strong sense of independent direction
• You have experience managing events, galleries, or wellness studios
• Social media experience a plus
• You’ve lived in Austin, Texas for 2 years and are familiar with the language and culture. We desire someone who has a strong connection and network within one of the modality communities we offer.

Job Type: Part-time

Pay: $1,200.00 - $2,100.00 per month

Schedule:

• Monday to Friday
• Weekend availability

COVID-19 considerations:
No vaccines or masks required.

Ability to commute/relocate:

• Austin, TX 78702: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Event planning: 2 years (Required)
• Event marketing: 2 years (Required)

Work Location: One location