Event Coordinator

We are looking for a creative, organized, and outgoing coordinator to develop events and community partnerships that give customers a reason to visit and return.

About the Role

You will take event ideas from concept through execution. The initial goal is to produce a few events per month, with the potential for more hours as needed.

Possible events could include community events, collector swaps, family nights, student-organization events, fundraisers, prize-release events, and partnerships with nearby businesses.

This is not primarily a content-creation or event-decoration position. Success will be measured by attendance, attributed sales, repeat participation, partnership results, cost control, and event execution.

Responsibilities

• Develop and execute approximately events.
• Create repeatable event concepts that fit Clutch-Em's arcade and prize-machine experience.
• Build relationships with Austin-area student organizations, community groups, creators, vendors, nearby businesses, and entertainment communities.
• Promote events through social media, community groups, event calendars, direct outreach, flyers, and partner channels.
• Coordinate event schedules, supplies, partners, vendors, staff responsibilities, setup, and run-of-show.
• Attend events at Clutch-Em Austin and assist with setup, operation, and cleanup.
• Create simple promotional materials or coordinate the materials needed for each event.
• Track RSVPs, attendance, promotional-code usage, attributed purchases, event expenses, and customer feedback.
• Provide a short report after each event explaining what worked, what did not, and what should be repeated or changed.
• Maintain a welcoming, organized, and family-friendly environment.

Qualifications

• Experience organizing or promoting events, community programs, pop-ups, campus activities, fundraisers, entertainment events, or similar projects.
• Comfortable contacting community groups, businesses, vendors, and potential partners.
• Strong organization, communication, and follow-through.
• Comfortable working independently while coordinating with owners and store employees.
• Familiarity with Instagram, TikTok, Canva, Google Sheets, or similar tools.
• Available for occasional evenings and weekends.
• Able to work in person at Clutch-Em Austin at The Linc.
• Experience may come from paid employment, freelance work, student organizations, community groups, nonprofit activities, or personal event projects.

Preferred Experience

• Existing relationships within Austin's K-pop, anime, gaming, collector, student, family, or creator communities.
• Experience working with local businesses, sponsors, vendors, or community organizations.
• Experience measuring event attendance, sales, registrations, or campaign performance.
• Familiarity with family entertainment centers, arcades, retail events, or experiential marketing.