Event Coordinator

About Balanced Body

Balanced Body is the worlds leading manufacturer of Pilates equipment and a passionate advocate for movement education. Through Pilates on Tour and our broader education platform we bring world-class Pilates training and community-building experiences to instructors and enthusiasts around the globe. We believe Pilates is for every body and our events reflect that inclusive spirited spirit.

Balanced Body is looking for an energetic and detail-oriented Event Coordinator to join our Events team and help bring Pilates on Tour and Movement Tour to life. Reporting to the Events Manager this role is central to delivering a seamless welcoming and inspiring experience for every attendee from the moment they register through the final wave goodbye at load-out.

This is a hands-on on-the-ground role that combines pre-event planning and coordination with on-site execution. The ideal candidate is organized proactive a clear communicator and deeply comfortable wearing many hats in a fast-paced event environment.

On-Site Responsibilities

REGISTRATION & ATTENDEE EXPERIENCE

Manage all aspects of on-site registration ensuring check-in runs smoothly and efficiently

Greet and orient attendees helping them find their way to sessions and activities

Distribute name badges and swag to all registered attendees

Process new registrations class changes and resolve minor attendee issues on the spot

Coordinate and manage event volunteers to support registration and attendee flow

SETUP LOGISTICS & ROOM MANAGEMENT

Set up and tear down the registration area at each event

Assist with load-in and load-out of event materials and equipment

Assist with workshop room setups as needed

Ensure all marketing and promotional materials are displayed appropriately throughout the venue

TEAM COLLABORATION

Collaborate with the full events team including the logistics coordinator to ensure the event runs smoothly end-to-end

Support the Events Manager in upholding the purpose feel and quality of each event

Pre-Event Responsibilities

ATTENDEE COMMUNICATION SUPPORT & MATERIALS

Monitor the events inbox and respond to attendee questions concerns and requests in a timely and professional manner

Create and produce name badges ahead of each event

Coordinate and prepare attendee handout packets and communication materials

Draft and distribute attendee packets and pre-event communications

WEBSITE REGISTRATION & CRM

Work with the Events Manager to create test and maintain event websites and registration pages in WordPress

Update CRM records and ensure all registration data is accurate and current

Make changes to individual attendee schedules as needed

CEC & ADMINISTRATIVE COORDINATION

Coordinate with the admin team to create and distribute Statements of Work (SOWs)

Support the process of applying for and obtaining Continuing Education Credits (CECs) for each event

INVENTORY SWAG & MARKETING MATERIALS

Work with the Events Manager and logistics coordinator to ensure all registration supplies and swag items are ordered packed and arrive at each event

Coordinate with the marketing team to ensure all promotional materials are packed and shipped to each event location

REQUIRED

Prior experience in event coordination and/or event planning

Strong organizational skills with exceptional attention to detail

Excellent verbal and written communication skills

Proficiency in Microsoft Word Excel and similar productivity tools

Experience with WordPress (event page creation and updates)

Experience with CRM systems

Ability to work full-time with flexibility for occasional evenings and weekends

Ability to lift at least 30 lbs. and perform physical tasks associated with event setup and breakdown

PREFERRED

Familiarity with Pilates and/or the Pilates industry

Experience working with continuing education or certification programs

Background in customer service or attendee-facing event roles

Balanced Body is the worlds largest designer and manufacturer of Pilates equipment as well as a provider of high-quality Pilates and other mind-body instructor training and continuing education. We currently do business in over 100 countries with world-renowned customer service and a serious commitment to environmentally-friendly business practices. If you want to work with a company with a passion for changing lives in ways small and large let us hear from you.

We offer competitive compensation and excellent benefits including:

• Medical Dental & Vision
• Life and Long-Term Disability Insurance - Employer Paid!
• 401k Plan Match!
• Paid time off and holidays

Balanced Body is an equal opportunity employer dedicated to workforce diversity.

NO AGENCY CALLS!