EdTech Conference Coordinator (Contract)

About Epic
Epic is the leading digital reading platform for kids, used by millions of children, families, and educators around the world. With a vast library of high-quality books and learning resources, we empower K–12 students to explore their interests, build literacy skills, and develop a lifelong love of reading. As we look to the future, Epic is reimagining what reading can be—more personalized, more interactive, and more accessible than ever before. By combining technology, storytelling, and education, we are building the next generation of reading experiences for kids.

About the Role
We're looking for a detail-obsessed, fast-moving conference operator to own our presence at 10+ EdTech events per year. Your core mission: get educators into our world — through activations, programming, and experiences that drive awareness, first-time adoption, and word-of-mouth.This is a 6-month contract role with the potential to convert to full-time based on performance and team fit. You'll report to the Educator Engagement Lead and work closely with teams across marketing, product, and customer success.

What You'll Own
• Conference planning & logistics - Manage end-to-end conference operations across an annual calendar of 10+ events (ISTE, SXSWedu, ASU+GSV, FETC, NCEA, CUE, and others). Own booth logistics, shipping, vendor coordination, swag procurement, and staffing. Track sponsorship deliverables and deadlines.
• Educator activation & experience design - Design booth experiences, lounge programming, and session formats that pull educators in and leave a strong impression. Build run-of-show docs and session schedules. Coordinate award programs and recognition moments that build goodwill and brand affinity with the educator community.
• New user & educator outreach - Drive first-time educator sign-ups and trial activations through on-site demos, hands-on experiences, and clear onboarding pathways. Partner with marketing on pre-event outreach and post-event nurture to convert conference contacts into active users.
• Lead capture & follow-through - Own badge scan setup, contact deduplication, and CRM upload. Build structured post-event reports tracking reach, engagement quality, and new user metrics. Route contacts to the right follow-up sequences based on educator type and interest level.
• Project tracking & budget management - Maintain conference timelines in Asana or equivalent. Track budgets against actuals and reconcile expenses. Evaluate new event opportunities based on audience fit and potential for educator reach — not just attendance numbers.

Qualifications
Required:
• 3–5 years in EdTech, K-12, or educator-facing marketing, community, or engagement roles
• Experience owning conference or event operations end-to-end
• Track record of driving user growth or educator adoption — not just attendance
• Strong project management skills; comfort with Asana or similar
• Excellent written communication for both internal updates and educator-facing copy
• Comfortable working remotely and managing autonomously across time zones
• Willingness to travel 20–30% of the year for on-site events

Nice to have:
• Familiarity with the major EdTech conference calendar (ISTE, SXSWedu, ASU+GSV, etc.)
• Experience designing onboarding flows or educator activation programs
• Background in email marketing or lifecycle nurture (Iterable, HubSpot, or similar)
• Exposure to lead capture tools and post-event deduplication workflows
• Experience managing swag vendors and branded merchandise production
• Familiarity with free-tier or freemium educator product models

You'll Thrive Here If You..
• Get energized by a busy conference floor, not drained by it
• Think about every activation as a chance to earn a new user, not just hand out a brochure
• Keep 10 tabs open and never drop the ball on the 11th
• Write a Slack update that's 4 bullets, not 4 paragraphs
• care about educators and understand why a great first impression matters

Compensation:
Hourly Rate of $40