Organizational Summary:
USITT was founded in 1960 as an organization to promote dialogue, research, and learning among practitioners of theatre design and technology. Today it has grown to include members at all levels of their careers and has embraced the new technologies being used in entertainment. Our mission is to connect performing arts design and technology communities to ensure a vibrant dialogue among practitioners, educators, and students.
About the Position:
USITT is seeking a detail-oriented and customer-focused Sales and Events Coordinator to support the event operations and sales initiatives of the United States Institute for Theatre Technology (USITT). In this position, you will be responsible for managing the logistics that ensure the successful execution of our events. Your duties will encompass exhibitor support, sponsorship fulfillment, as well as coordination of housing, travel, food and beverage services, and rebooking exhibitors for future conferences. This position will play a pivotal role in delivering exceptional service to our sponsors and partners, thereby facilitating a seamless event experience both onsite and online.
Duties and Responsibilities:
Sales & Exhibitor Support
- Assist with booth, advertising, and sponsorship sales — from outreach to fulfillment.
- Provide friendly, responsive service to exhibitors and sponsors, answering questions and helping with logistics.
- Maintain accurate exhibitor and sponsor records in CRM and event platforms.
- Assist in managing booth assignments, contracts, and customer communications.
Stage Expo Rebook Process
- Assist with the annual rebook process for Stage Expo exhibit space — both onsite at the conference and virtually before or after.
- Assist in preparing rebook materials, manage scheduling, update records, and guide exhibitors through the process.
- Support booth sales goals by providing clear information and timely follow-up.
Sponsorship and Advertising
- Track sponsorship deliverables to ensure all promised benefits are fulfilled.
- Coordinate with marketing and vendors to execute branding, signage, digital placements, speaking slots, and more.
Event Logistics & On-Site Support
- Support the planning and coordination of the USITT Annual Conference & Stage Expo and other live or virtual events.
- Coordinate with vendors, venues, and internal teams on exhibitor services, meeting space setup, and show materials.
- Serve as an on-site resource during events for sponsors, exhibitors, and attendees.
Travel & Housing Coordination
- Assist with coordinating hotel blocks, booking codes, and communications for staff, VIPs, and attendees.
- Track and manage reservations, communicate rooming lists, and liaise with hotel contacts.
- Assist with staff and guest travel logistics, including flights and ground transportation
Food & Beverage Planning
- Support the planning and execution of catering orders for receptions, meetings, and special events.
- Work with venues and caterers on menu selection, dietary needs, and guest counts.
- Ensure F&B service runs smoothly during events.
Admin & Communication
- Collaborate with marketing to promote exhibitor and sponsor opportunities.
- Maintain organized records, timelines, and event documentation.
- Prepare reports, contracts, invoices, and post-event evaluations.
Qualifications:
- 2-4 years of experience in events, sales, sponsorship, hospitality, or nonprofit operations.
- Excellent communication skills and a friendly, service-first approach.
- A love for organization, spreadsheets, and keeping things on track.
- Ability to manage multiple projects and adapt to changing needs.
- Familiarity with CRM tools- Salesforce/Nimble, Excel, Google Workspace, and virtual event platforms is a plus.
- Willingness to travel to support USITT events, including travel to Long Beach, CA, to support the annual conference during the week of March 15-22, 2026
Status - Contractor:
This position will be staffed as a contractor and will be required to sign USITT’s contractual agreement for a period of one year or less, depending on the date that work under the contract begins. This position is a 40-hour per week position with a finite termination date. The position, regardless of start date, will end on June 30, 2026. There is the potential for the position to become a permanent hired employee of USITT; however, permanency will be dependent on a variety of factors, including, but not limited to, institutional fit, job performance, and budgetary considerations.
Compensation:
The compensation for this position is an hourly rate in the range of $20.00 - $25.00, and will receive no employer-paid benefits. There will be no taxes withheld, or any deductions taken from the gross compensation. An invoice should be submitted to the Finance Department on the 1st and 15th of each month, and payment will be made via an ACH electronic deposit within 5 days after receipt of the invoice. A tax Form 1099 will be issued in January 2026 for the gross compensation received in calendar year 2025.
Location and Work Hours:
The position will work from USITT’s National Office in Liverpool, NY, within the set schedule of the National Office (8:30 AM to 5:00 PM Eastern Time). The actual work schedule will be determined by the Director of Sales and Events. This position is to start immediately after the signing of the staffing agreement.
Submission Deadline:
The position is open until filled and may be closed at any time.
Applicants selected for interviews will be contacted by email.
No phone calls, please.
USITT is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.