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Event Planner Job Posting: Associate Event Coordinator, Location: Portland, Oregon (May be 50-80% remote after successful 6-month training)

Posted on by Emee Pumarega
A woman event coordinator places a floral arrangement on a long banquet table and smiles while looking at the camera.
Event planner job posting: Come work at EJP Events!

We have an Event Planner Job Posting to share with you! EJP Events LLC is a Portland, Oregon-based event planning company holding the core value that True Hospitality Welcomes Everyone. We work all over the US and internationally, supporting individuals and organizations so they can be excellent hosts of their important milestone events.

Position: Associate Event Coordinator. Posting updated March 28, 2024. One position currently available part-time (20+ hr/wk).

Our Associate Event Coordinator(s) will join a distributed team of three, and be responsible for a broad range of event planning support activities with both office (computer-based) and on-site event work. “Office” work will be flexible, within regular business hours, and work-from-home compatible after a successful 6-month training period. However, the nature of event work is mainly in-person in 2024, so this position cannot be fully remote. On-site event work will require specific mandatory work hours and locations with occasional travel.

Primary tasks will include: maintaining a database of client and vendor information; client and vendor follow-up; maintain/develop vendor relationships; event documentation; transcribing and organizing event notes after client and vendor meetings; internet research; on-site event support and coordination; and errands. Mandatory results-based job requirements include acting as a team player to effectively and proactively move the event planning process forward; collaborate and communicate effectively to reduce time spent on audits and interventions; and overall be a key contributor in client happiness and team success. AECs should expect to be on site at 12-20 events per year, some multi-day and some outside of Portland.

Additional tasks will include: On-site venue monitoring of our Risley Landing Gardens event venue on event days, giving tours of the Gardens, and preparing sales documents to ensure the accuracy of booking information before the client signs.

The AEC is required to attend 1 weekly in-person staff meeting in Portland at minimum, and additional weekly meetings during training until their remote schedule is established. AECs should be expected to be in the office in-person 2-3 times per week.

Pay and benefits: Base hourly rate $16-$20/hr depending on experience, W-2 position (Not a contractor). Paid Time Off is earned starting on day one of employment. Position is eligible for approved overtime. Most weekends and Federal holidays off unless there is an event assignment. A commission program of up to 15% of net sales in addition to the above compensation is available to sales-trained accepted candidates who have completed both sales training and the required 6-month employee training and probationary period. An additional benefit is an Employee Convenience Reimbursement which may be used to offset the cost of individual health care premiums, travel to and from the office/work sites, and to reimburse for the cost of using personal devices such as laptop and mobile phone for work. By law, employees are covered by Workers’ Compensation and unemployment insurance, Oregon Paid Leave, and Oregon Family Leave.

Time requirement: 20+ hours/wk part-time; with opportunity for training and growth to full-time position as well as hourly rate increase and project-based bonuses for the right candidates.

Required Qualities, Skills, & Experience:
• Relationship focused and results-oriented
• Calm and professional under pressure
• Approachable and confident
• Attendance: dependable, reliable and punctual
• Honest and ethical
• Respectful of client, vendor, and company confidentiality
• Highly organized and detail oriented
• Proactive and persistent
• Robust internet research skills
• Professional and concise verbal and written communication skills
• Evening & weekend availability (scheduled in advance)
• Microsoft Office Suite, Google Workspace, email
• High School Diploma or GED
• Minimum 1-5 years of related or applicable work history
• Valid DL & insurable driving record
• Able to walk and stand for long periods of time
• Able to lift and move up to 25 lbs.

Preferred:
• Experience with Honeybook, Asana, and/or Timeline Genius event planning software
• experience in an intensive customer service environment
• bachelor’s degree
• data management experience
• hospitality industry experience
• Spanish proficiency or fluency
• Knowledge of additional software related to event planning, project management, CRM, or creative business management (please list any event planning software types you are proficient in, in your resume or cover letter)

How to Apply to this Event Planner Job Posting: Send a cover email of interest with your resume as a PDF attachment to: emee@ejpevents.com Please put in the Subject line of the email: AEC {Year in which you are applying|} APPLICANT: (your last name) Example: “AEC 2024 Applicant: Pumarega”

Please include a description of your regular weekly availability in your cover email. Examples: “I am available full time M-F 8am – 5pm with availability for weekend and evening work.” Or: “I am available part time M-W-F 9am – 3pm with availability for weekend and evening work with advance notice.”

Women, BIPOC, and LGBTQ+ candidates are encouraged to apply. Candidates requesting accommodations to the above required skills, qualities, and experience are asked to include a description in their cover letter.

EJP Events is a 100% non-smoking company; smoking or vaping of any kind is prohibited at all office locations and at events. Please read more about EJP Events at our website: https://ejpevents.com/about-us/

Oregon Coast Venues near Tillamook

Posted on by Shawn Granton
The Fireside Room at Headlands Coastal Lodge and Spa, courtesy of the hotel

It’s time to visit event venues on the Oregon Coast! Tillamook County’s shoreline stretches from Neahkahnie Mountain in the north to Cascade Head in the south, encompassing sandy beaches and rocky headlands. The coastal destinations in Tillamook County are within easy reach of Portland as nothing is more than two hours away by car, making it a great destination for events. There’s a variety of different options out here. So let’s explore Oregon coast venues near Tillamook, shall we?

The Winery at Manzanita

Located mere blocks from the beach on Manzanita’s main drag (Laneda Ave), this cozy tasting room would make a great place for a casual meeting or an evening engagement. There are various configurations of space (indoor and outdoor) that can be rented from two hours to all day, and a whole venue buyout is also possible. And you’ll be able to sample some of the delicious vintages this winery is known for.

The Winery at Manzanita (from their website)

Headlands Coastal Lodge and Spa

Located on the south end of the county in Pacific City, the Headlands is a full-service hotel and spa with a five meeting rooms to suit various meetings and events. Many of these rooms (which can hold up to 15) offer sweeping views of the beach and ocean. An adjoining patio provides space to expand your gathering whether it’s a group retreat or intimate wedding.

Tillamook Creamery

The mothership of Tillamook’s dairy operation, the creamery is a must-stop for many folks traveling on US 101 along the Oregon Coast. But besides touring the plant and eating tasty ice cream, did you know that the Creamery has meeting spaces too? And of course they’ll cater your meeting.

Oregon Coast Scenic Railroad

Lastly, we’ll mention this excursion railway that we mentioned back in our 2019 “Use a train for an event” post. This heritage road that uses the former Southern Pacific/Port of Tillamook Bay trackage from the town of Garibaldi north to the mouth of the Nehalem River. (The Coastal Gale of 2007 cut off rail access over the Coast Range, leaving this railroad cut off from the North American network.) The railroad runs excursion trains generally from spring through fall. And you can rent an entire car on the train, and also charter a whole train for your next event or meeting.

Oregon Coast Scenic Railroad’s rentable excursion train pulled by a steam engine is ready tour the beauty of the coast.

Transportation

While most people will get to coastal locations in Tillamook County by car, there are alternative forms of transportation! The Coastliner bus (formerly Tillamook Wave) provides daily service three times a day between Union Station in downtown Portland to Tillamook’s transit center. From there you can catch buses north or south on US 101 to get to the destinations listed above and then also connect to adjacent transit systems Sunset Empire Transit (Clatsop County) and Lincoln County Transit, all part of the NW Connector network.

We hope that you found this post informative and that it helps you to source for your next Oregon Coast Meeting or event. While this post concentrates on Oregon coast venues near Tillamook, for more information about other Oregon and SW Washington Coast destinations check out our posts on Astoria, Seaside, and the Long Beach Peninsula. If you need any help planning your next corporate meeting, event, or conference on the Oregon Coast, EJP Events is here to assist.

San Francisco Bay Area Meetings and Events

Posted on by Shawn Granton
A grand afterparty in the Rotunda at San Francisco City Hall

The San Francisco Bay Area has a lot going for it when it comes to meetings and events. The northern California metropolis hums with excitement and energy, a diverse mix of different cultures, vital urban areas, and beautiful natural landscapes. Where else can you go in the US and have a super dense city and a remote feeling hilly coastline less than ten miles apart? Through its numerous airports (SFO, Oakland, San Jose), one can catch a flight to and from most of the important destinations in the world. Today we take stock of three different venues representing different areas of this region. We hope this helps you make the most of planning your San Francisco Bay Area meetings and events.

San Francisco: Fort Mason Center

The Golden Gate Bridge is arguably the most iconic thing about the Bay Area. But catching a glimpse of this technological marvel is mostly impossible in the city proper. So how about a venue that has the bridge and bay as a glorious backdrop? This former Army base in the Marina neighborhood was active during World War II. Fort Mason’s thirteen-acre campus features 12 different venue options from 500 to 50,000 square feet (75,000 total square feet), space big enough to hold a comic convention! (I attended the Small Press Expo here in the early 2000’s.) There is also a 437-seat theater, a 162-seat theater, and ample parking. In short, there’s space for pretty much any type of event you’d want to hold.

Fort Mason Center (from their website)

Marin County (north): Marin Museum of Bicycling

Located in the Marin County town of Fairfax, the Marin Museum of Bicycling houses an extraordinary collection of interesting bikes from 1868 to the present. Since Fairfax is the birthplace of mountain biking, the museum also houses The Mountain Bike Hall of Fame. The fully accessible museum can also be a great venue for your next event. The indoor section can accommodate 80-100 people seated or 160 standing, while the outdoor spaces can hold even more folks. And whatever configuration you pick, you’ll get to check out some cool bikes!

From Marin Museum of Bicycling’s Website

East Bay: Claremont Hotel and Spa

Located on the border between Oakland and Berkeley, this impressive edifice of hospitality sits at the foot of the Berkeley Hills. Opened in 1915, The Claremont Hotel offers a commanding view of the bay. It has all the charm and class of the grand resort hotels completed in California around the turn of the 20th century. With 20,000 square feet of combined meeting space, both indoor and outdoor (including a secret garden!) The Claremont is also close to the commercial districts of Elmwood (Berkeley) and Rockridge (Oakland) with lots of shops and restaurants, and not too far from the Rockridge BART station.

Claremont Hotel by David Corby, used under Creative Commons license
A conference room in the Claremont Hotel, from their website

Incorporate a ferry into your event…

The Bay Area has tons of iconic modes of transportation, from the vision-of-the-future-in-1972 subway system known as BART, a fleet of historic streetcars, and of course, the Cable Car. But the Bay Area’s biggest asset is the water itself, so getting around by ferry has a special charm. (Fun fact: Ferry service was all but gone during the mid twentieth century. While unfortunate, the Loma Prieta Earthquake of 1989 helped bring it back.) And you can book special private cruises via Blue and Gold Lines, who can pick you up and drop you off at a number of bayside ports.

…or the Ferry Building itself!

The San Francisco Ferry Building sits at the foot of Market Street downtown. Opened in 1898, this terminal was the city’s major transportation hub. It survived two large earthquakes and years of neglect brought on by bridge and freeway building. When the controversial Embarcadero Freeway was removed after the 1989 Loma Prieta earthquake, the building was reconnected to the city. An extensive remodel was taken in the early twenty-first century, and now the Ferry Building is not just a place to catch a boat to somewhere else, but a destination in itself with lots of shops, restaurants, and offices. And you can rent out the Ferry Building for a special event! The Grand Hall can hold a grand event for up to 650 people, while the Port Hearing Room is perfect for a smaller meeting of up to 100 people. The outdoor plazas can be rented as well.

San Francisco Ferry Building’s Grand Hall, from their website

Why not think big and have your event at San Francisco City Hall?

Sometimes called “The People’s Palace”, San Francisco City Hall opened in 1915 and is a great example of a Beaux Arts building from the “City Beautiful” era. Its beautiful Rotunda can accommodate up to 660 people, plus there are multiple other spaces around the Rotunda that can be used for things like a gala or afterparty. We got to experience the gloriousness of this space at the end of Meeting Professionals International’s conference in 2022. Fun fact: City Hall was also featured in a James Bond movie!

We hope that you found this post informative and that it helps you to source for your next San Francisco Bay Area Meetings and Events. Want more info? Check out our post about Berkeley event venues. There is so much more to the Bay Area, California’s Wine Country, and beyond for meetings and events in this area of the country. If you need any help planning your next corporate meeting, event, or conference in the Bay Area, EJP Events is here to assist!

Technology Industry Conferences and Events: 0111 CTO Conference

Posted on by Emee Pumarega

Technology industry conferences and events provide a dynamic platform for professionals to foster networking opportunities and gain insights into emerging trends. We just returned from the annual 0111 Conference held by industry organization 7CTOs. This gathering, held near San Diego’s waterfront, was billed as a “how-to” for the CTO (Chief Technology Officer), offering opportunities to meet with their peers, learn about industry trends, and shape leadership skills.

Image of (2) women at a registration, helping plan technology industry conferences and events.
Lucy (left) and Tieara staffing the registration table at the 0111 CTO Conference 2023

The main portion of the conference was built around two days of presentations and Q&A sessions. The first day concentrated on business management and how-to, the second day on the technology topic of the moment, AI. We also planned a couple of off-site events, one held at Snapdragon Stadium, and another at Basic Bar and Pizza (New Haven-style, yum!).

We helped the client with pre-event planning and day-of operations. This included:

  • Finding the conference venue and helping the client through the contract phase
  • Setting up and supervising the registration website
  • Working with Catering to keep participants fed and hydrated
  • Setting up the extracurricular activities and making sure attendees got to the off-site events okay
  • Fine-tuning the Run of Show and stage script
  • Coordinating with the hotel and the audio-visual team to make sure everything on the day of went smoothly
  • Staffed the registration table and acted as the Help Desk for the event

This was the third 0111 CTO Conference in which we assisted. We love working on technology industry conferences and events, and we also love working with other associations and groups. Do you need assistance with a conference that you are planning? Please get in touch!

Commencement ceremony for the School of Public Health

Posted on by Shawn Granton

In June we helped with the commencement ceremony of the OHSU-PSU1 School of Public Health. Planning a convocation event for a prestigious professional school, especially one with a joint program shared across two state universities, poses several workloads, to name a few:

  1. Gathering the data from eligible graduates about whether or not they would participate in the event, as well as registering their guests
  2. Ensuring graduates’ names and pronunciations were collected in advance so University leadership could correctly recognize them from the stage
  3. Ordering regalia (caps, gowns, and hoods) for the academic staff, as well as graduates in proper colors and sizes

Add these tasks to the normal work of event planning — catering, room and stage layouts, seating charts, rehearsals, scheduling, and collecting materials from speakers — and you have a daunting pile of to-dos that would make even the most skilled Dean or Student Services Director look for outside assistance. That’s where we came in.

We were happy to help the School of Public Health on this special day so staff and students could just relax. And we would be happy to help you with your academic ceremony or educational conference, just ask!

  1. Oregon Health Sciences University-Portland State University ↩︎