Community Events Marketing

About the Role

We run experiential and enterprise events including branded pop-ups, conferences, dinners, and networking happy hours to introduce people to HeyGen's technology, build community and drive pipeline growth among creators, founders, enterprises, and startups. We're looking for a reliable, hands-on events expert  to help run these events end-to-end, from planning through teardown, with a focus on detailed and smooth project coordination, travel, day-of logistics, and a great attendee experience.

This is a great fit for someone who's proactive, organized, detail oriented, calm under pressure, comfortable talking to attendees, and happy to switch between project tracking, physical setup, and tech/coordination tasks throughout an event cycle, and knows how to delight attendees.

Responsibilities

What You’ll Do

• Own the event project and event campaign plan from kickoff to wrap — build and maintain timelines, task lists, draft email copy, send out invites, create graphic and marketing material requests and owners (DRIs) in Asana
• Track deliverables, deadlines across workstreams (venue, swag, materials, staffing) and flag risks before they become problems
• Own the events calendar and keep all stakeholders aligned with clear status updates and a single source of truth for each event
• Coordinate vendors, internal teams, and contractors to keep everyone on schedule
• Run pre-event check-ins and post-event debriefs; capture learnings and maintain reusable checklists/templates for future events
• Travel required to host pop ups, dinners, activations, transport marketing materials (flyers, swag, etc) and provide on site event support 

Pre-Event Prep

• Confirm venue bookings, vendors, staff, and happy hour spaces
• Place and track swag orders (hats, totes, stickers, banners) and confirm delivery before event day
• Prepare event materials: QR code signage, flyers, branded menus, photo props
• Set up check-in tooling (e.g., Luma app) and any booking sheets for filming stations
• Set up banners, QR codes, iPad stands, monitors (LiveAvatar), and filming station backdrops
• Arrange coffee cart, swag tables, flyers, and station signage orders and making sure they arrive to venue

Event Coverage

• Manage attendee check-in via scanning app
• Coordinate vendor staffing, training, technical set up, track time-slot sign-ups across multiple stations when hosting avatar filming activations, manage the lines, keep stations moving
• Provision premium credits and help attendees set up HeyGen accounts
• Hand out flyers and props, support photographer/testimonial capture
• Triage attendee inquiries and route them to the right person (ambassador, enterprise, partnership, etc.)
• Be a friendly, knowledgeable presence answer product questions and help attendees get the most out of the event
• Support networking sessions and brief exec intros (mic/monitor setup)
• Break down stations, pack up swag and equipment, settle with venue

Who You Are

• Prior experience with events, hospitality, brand activations, or field marketing
• Project management experience, able to build timelines, track tasks and owners, and keep multiple workstreams on schedule
• Familiarity with project management / collaboration tools (Asana preferred; Google Sheets, Airtable, etc.)
• Highly organized with strong attention to logistical detail
• Comfortable managing multiple moving parts simultaneously (check-in + filming queues + attendee questions)
• Friendly, personable, and confident talking to founders, creators, and prospects
• Comfortable with light event tech (check-in apps, QR codes, tablets, shared tracking sheets)
• Able to lift, move and transport event materials (swag boxes, banners, stands)
• Available to work full event days, including evenings; reliable transportation to venues
• Requirement: interest in or familiarity with AI / creator tools and ability to use AI to streamline workstreams where possible

Logistics

• Type: Part-time, contract (event-based / hourly )
• Location: On-site at event venues (SF) + Remote
• Hours: Variable, 15-20 per week, event-based — typically full-day shifts (roughly 9 AM–5 PM, with some evening happy hours), plus remote prep/coordination time between events
• Compensation: $25-$35/hr

Looking for candidates that have:

• Great relationship-building capabilities 
• Strong written and verbal communication
• Curiosity and resourcefulness
• Comfort with ambiguity and startup pace
• Attention to detail project management, including timely outreach and follow-up
• Ability to take initiative and learn fast

Why Join Us

• Work closely with a fast-moving, creative and collaborative team
• Gain hands-on experience in both community-led growth and content marketing 
• Mentorship from marketing and go-to-market team members
• Help shape how thousands of creators connect, grow and adopt new technology
• Real-world experience in a high-growth startup environment
• Flexible work environment with a team that values ambition, clarity, and curiosity