Events Manager

Peeriot is looking for an Events Manager to take ownership of the backoffice planning, coordination, and preparation of company participation in external events, conferences, hackathons, user groups, and community activities.

About Us

Peeriot GmbH is a German DeepTech software startup at the seed stage, dedicated to revolutionizing IoT with a completely distributed, peer-to-peer platform. Our team of top-tier talent is pushing boundaries to create a new level of reliability and usability in IoT.

Role Overview

This is a backoffice coordination role. The person in this position is not expected to travel or attend events on-site. Instead, they will be responsible for making sure all event preparation, logistics, communication, checklists, materials, and internal coordination are properly handled before, during, and after each event.

The role requires strong organizational skills, project management experience, clear communication, and a genuine passion for events and community engagement.

The ideal candidate should be proactive, detail-oriented, reliable, and comfortable coordinating with internal teams, external organizers, suppliers, venues, speakers, and attendees remotely.

Key Tasks & Responsibilities:

1. Event Planning and Coordination

• Plan and coordinate Peeriot’s participation in conferences, trade shows, hackathons, user groups, and community events from a backoffice perspective.
• Create event timelines, task lists, deadlines, and ownership plans.
• Track event requirements, deliverables, organizer deadlines, sponsorship packages, and participation details.
• Maintain a clear overview of upcoming events, status, priorities, and blockers.
• Ensure all event-related tasks are completed on time and properly documented.

2. Organizer Communication

• Communicate directly with event organizers regarding sponsorships, booth details, speaking opportunities, deadlines, logistics, and participation requirements.
• Collect and submit required event materials such as logos, company descriptions, speaker bios, presentation details, and promotional content.
• Follow up with organizers to confirm deadlines, approvals, booth placements, schedules, and technical requirements.
• Keep internal stakeholders updated on important organizer communications and decisions.

3. Travel and Hotel Coordination

• Coordinate travel, hotel bookings, local transportation, and event attendance logistics for Peeriot team members who will attend the event.
• Maintain a clear record of attendee travel plans, arrival times, hotel details, and on-site schedules.
• Ensure team members receive all necessary event, travel, and accommodation information before departure.
• Help identify practical and cost-conscious travel options where needed.
• Prepare travel and logistics summaries for the attending team.

4. Swag and Event Materials Logistic

• Coordinate the planning, ordering, storage, shipment, and distribution of event swag and physical materials.
• Track inventory of T-shirts, pens, cups, flyers, banners, brochures, booth materials, and other giveaways.
• Work with suppliers to request quotes, confirm production timelines, and arrange deliveries.
• Ensure the right materials are available at the right location before each event.
• Prepare a clear swag and materials checklist for every event.

5. Booth and Material Preparation

• Coordinate booth setup requirements, including table materials, signage, banners, demos, flyers, giveaways, and other physical assets.
• Confirm booth size, layout, furniture, power, internet, and technical requirements with organizers.
• Ensure all booth materials are packed, shipped, received, and ready before the event.
• Prepare booth setup instructions for the team members who will be on-site.
• Make sure the on-site team understands what needs to be done, even though the Events Manager is not expected to travel.

6. Internal Attendee Briefing

• Prepare internal event briefings for team members attending each event.
• Include event goals, key messages, schedules, booth responsibilities, talking points, lead capture process, travel details, and emergency contacts.
• Coordinate attendee roles, booth shifts, speaking schedules, meeting plans, and on-site responsibilities.
• Make sure all attendees understand what is expected before the event starts.

7. On-Site Responsibility Planning

• Create a clear on-site responsibility plan for each event.
• Define who is responsible for booth setup, check-in, organizer communication, lead collection, social media updates, photos, demos, and end-of-day wrap-up.
• Prepare contingency plans for delays, missing materials, travel issues, booth problems, or last-minute organizer changes.
• Ensure the team has a smooth and professional presence at each event, while the Events Manager supports remotely through planning and coordination.

8. Event Checklists and Documentation

• Create and maintain reusable event checklists for planning, preparation, travel, booth setup, swag, speaking sessions, and post-event follow-up.
• Document event learnings, issues, costs, contacts, and recommendations.
• Maintain organized folders for event contracts, invoices, schedules, assets, and communication records.
• Improve event processes over time based on feedback and experience.

9.  Physical Hackathon Coordination

• Support the backoffice planning and coordination of physical hackathons.
• Coordinate venue needs, participant logistics, schedules, judging, speakers, mentors, food and beverage, technical setup, prizes, and swag.
• Work with internal teams to ensure hackathon activities are well-structured and properly supported.
• Prepare planning documents, checklists, and responsibility assignments for the on-site team.
• Help create a positive participant experience through strong preparation and clear coordination.

10. User Group and Speaking Coordination

• Coordinate user group talks, community speeches, presentations, and speaking opportunities.
• Communicate with organizers about speaker requirements, presentation formats, schedules, audience size, and technical setup.
• Support speakers with preparation timelines, materials, travel details, and event expectations.
• Track upcoming speaking opportunities and make sure all deadlines are met.

11.  Post-Event Follow-Up Tracking

• o   Coordinate post-event follow-up activities, including lead tracking, attendee notes, meeting outcomes, photos, feedback, and next steps.

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• Ensure collected leads are properly handed over to the CRM or relevant team members.
• Track which conversations require follow-up and make sure ownership is clear.
• Prepare short post-event summaries covering outcomes, issues, learnings, and recommendations for future events.

Key Requirements:

• Strong organizational and project management skills.
• Experience planning or coordinating events, conferences, trade shows, meetups, hackathons, or community activities.
• Ability to manage multiple deadlines, vendors, organizers, and internal stakeholders at the same time.
• Excellent written and verbal communication skills.
• Strong attention to detail, especially with logistics, deadlines, travel, and materials.
• Comfortable creating checklists, timelines, trackers, and event documentation.
• Ability to work independently and follow through without constant reminders.
• Calm and practical problem-solving skills, especially when plans change.
• Passion for events, community building, and creating a good attendee experience.
• Comfortable coordinating remotely with technical, marketing, and leadership teams.
• Comfortable supporting events from a backoffice role without needing to travel.

Nice to have:

• Experience working with technology, developer, open-source, startup, or B2B events.
• Experience coordinating hackathons, user groups, or developer community activities.
• Familiarity with CRM tools, lead tracking, and post-event follow-up processes.
• Experience managing swag, booth materials, supplier coordination, and shipping logistics.
• Basic understanding of sponsorship packages, event deliverables, and speaker coordination.
• Experience using project management tools such as MS Lists, Notion, Asana, Trello, Monday.com, or similar platforms.
• Ability to prepare simple reports, event recaps, and budget summaries

Success Criteria:

The person in this role will be successful if they can:

• Keep all event planning tasks, deadlines, and responsibilities clearly organized.
• Communicate effectively with event organizers, suppliers, attendees, and internal teams.
• Ensure travel, hotels, booth materials, swag, and event assets are prepared on time.
• Create reliable checklists and documentation that make event planning easier.
• Prepare internal attendees properly before each event.
• Support smooth on-site execution through clear responsibility planning, while working remotely.
• Coordinate physical hackathons and user group speaking opportunities from a backoffice perspective.
• Ensure post-event follow-up is tracked and handed over properly.
• Reduce last-minute confusion, missed deadlines, and unclear ownership around events.

Interested?

Please apply via Linkedin. Please only apply if you fullfill all key requirements. To confirm that you carefully read this application, please provide the correct result of the following equation: 44 + 55 = ?