Venue Coordinator
- Contact contracted clients and develop timeline for their event and discuss event details including creating a floor plan.
- Coordinate and plan logistics with external vendors, internal partners and clients for venue rentals.
- Assists the Lead Venue Coordinator and Manager with training Venue Hosts on Garden policies, venue specifics and essential functions of the role and provides supervision during events.
- Communicate with vendors to include invitations, meetings, invoices, and dissemination of pertinent event details.
- Coordinates the execution for day-of event operation with internal partners including the set-up, running and break down of event, acting as lead point of contact. Provides event supervision to assigned Venue Hosts.
- Troubleshoot situations and challenges for clients, and ability to manage multiple events continuously.
- Work collaboratively with Lead Venue Coordinator, and Manager to provide detailed event notes, timelines, floorplans and assists with venue decorations, signage, and upkeep of spaces and supplies.
- Document event successes/challenges and identify steps for future events.
- Conduct client surveys to determine guest satisfaction and recommend process improvements and perform other duties as assigned.
- Ability to communicate well in a team and work toward shared goals, prioritize tasks, and strive for continuous improvement.
- Exemplifies the Gardens Core Values and has a true desire to collaborate with others to better a process, idea, or task. Embrace the Garden’s mission of plant conservation, education, and research.
- Possess a desire for producing and engaging guest experience, sets high standards, and realizes the impact of work on the department and entire Garden.
- Possess the ability to multi-task, stay organized and prioritize responsibilities.
- Must be polished and maintain a professional demeanor under pressure.
- Knowledge of and passion for special event production trends.
- Proficiency in Microsoft Outlook, Word, and Excel.
- Physical Demands: This role is required to continuously communicate with Garden associates, external vendors and clients to coordinate events. The employee is occasionally required to arrange event decor per client’s design specifications. The employee will occasionally transport, position and/or move event supplies up to 25 pounds.
- Work Environment: Work is frequently performed indoors in a typical office environment or indoor event venue and on occasion may be required to work outdoors in varied terrains, in all weather conditions.
- Equipment: General office equipment, telephone, computer, tablet, two-way radio, operation of the garden shuttle, and POS system.
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