Event and Project Coordinator

Freelance Project Assistant & Event Coordinator

Company: 12 Bees Creative

Location: Washington, DC Metro Area (Primarily On-Site for Events)

Engagement Type: Freelance / Independent Contractor

Compensation: Hourly ($25-35/hour, depending on experience)

Estimated Hours: 10-30 hours a month (depends on time of year and event workload)

About US

We are an experiential marketing and event production agency specializing in placemaking, retail activations, and community-focused events. We partner with brands, businesses, developers, retailers, and municipalities to create engaging, well-executed experiences that bring spaces to life.

Role Overview

We are seeking a Freelance Project Assistant & Event Coordinator to support the planning and execution of events across multiple properties and locations. This role is ideal for an organized, proactive self-starter who enjoys hands-on event work and can confidently manage logistics and on-site coordination.

As a freelancer, you will be engaged on an event-by-event basis, with opportunities for ongoing work throughout the year.

Scope of Work

Event Execution & On-Site Support

• Serve as on-site event support or lead coordinator, depending on event size and scope
• Arrive early for setup, manage live event execution, and oversee breakdown
• Act as the primary on-site point of contact for staff, partners, and vendors during events
• Ensure event timelines, run-of-show, and brand standards are followed
• Main Event Locations:
• 
  
  • Bethesda / Chevy Chase, MD
  • Washington. DC
  • Falls Church, VA
  • Fairfax, VA

Project & Logistics Coordination

• Support pre-event planning, including timelines, staffing needs, and materials lists
• Coordinate event labor and staff, including check-in, task assignments, and day-of oversight
• Assist with sourcing, transporting, and managing event supplies and equipment
• Troubleshoot issues in real time and communicate updates clearly to the core team

Partner & Stakeholder Coordination

• Support retail, brand, and community partners during activations
• Coordinate with property management and on-site teams to ensure smooth event operations
• Communicate event logistics clearly, including load-in/load-out, access points, and schedules

Remote & Administrative Support (As Needed)

• Provide remote coordination support before and after events
• Assist with post-event wrap-up, reporting, and follow-up
• Support multiple events across different locations as scheduled

Qualifications

• Proven experience in event coordination, production, or project support
• Ability to work evenings, weekends, and flexible hours based on event schedules
• Strong organizational, communication, and problem-solving skills
• Comfortable working independently in fast-paced, live-event environments
• Ability to lift and transport event materials and remain on your feet for extended periods
• Reliable transportation required

Ideal Fit

• Experienced event freelancer or coordinator seeking ongoing contract work
• Detail-oriented, adaptable, and calm under pressure
• Professional and friendly when working with clients, partners, and the public

Engagement Details

• Engagements are offered per event or per project
• Rates vary based on scope, responsibilities, and experience
• Opportunities for repeat work throughout the year
• Engagement to begin before / by March 1, 2026