Special Events Coordinator

• Hours range from 45-55/week and the schedule may fluctuate weekly pending events but are mostly Tuesday through Saturday.
• Plans & Manages events in the Attic, at Festival on 8th and at Shack (rehearsal dinners, wedding receptions, corporate dinners, retirement parties, birthday parties, etc.) and assists with large or complicated events at Waterman's/Chix/The Shack. Some events planned may also be off-site events.
• Set up the event spaces when needed for the next event.
• Keeps the venues clean & in presentation-ready condition after each event; keeps the storage room(s) clean & orderly with each event (food removed from hot box and refrigerators, linens removed, trash emptied, storage shelves organized)
• Reviews event information (BEO) with the Special Events Supervisor/banquet staff before the event; supervises banquet staff during events and conducts continuing training
• Ensure the event spaces are stocked with proper serving items including any special-order food that may need picked up from an off-site location
• Interacts with the Client/Host during the event to ensure all requests are being met; follows up regarding temperature and lighting of the room, quality and service of food & beverage, volume & quality of audio-visuals/music, and timeline throughout event
• Communicates with the Chef or a representative of the kitchen in regard to food selections, sauces/condiments needed, and timing of food delivery
• Evaluates bartender and servers' sidework, divides tips between staff members, and counts bar drawer to be given to downstairs MoD.
• Keeps a running list of supplies & repairs needed at venues; monitors linen inventory; monitors supplies inventory and communicates to the Special Events Manager when items need to be ordered
• Responsible for opening/closing the Attic and Festival on 8th properly before and after events (i.e., turning A/C on/off, turning sound system & lights on/off, and unlocking/locking the room)
• Assists with set up or breakdown if needed at any venue (Re-sets tables, chairs & buffet following each event, in preparation for the next event)
• Selects platters & serving pieces needed for next-day event per the BEO
• Answers phone calls/special event emails in a timely manner and provides accurate/detailed
  information to the client
• Assists with normal day-to-day office work, attending the weekly manager meeting (Wednesday approximately from 9am-11am), answer the restaurant phone as well as the banquet line
• Offers different venues to the client if we are booked at the one they prefer. Try to offer them multiple solutions.
• Meets with potential clients to provide a tour of private & semi-private event spaces, while providing helpful facts about each space
• Occasionally meets clients when decorating during the day to help answer questions and ensure room layout is correct
• Takes payments and submits the payment to the correct person, following up with late payments, declined cards, etc.
• Communicates with the Special Events Supervisors regarding the set-up of events, including tables, chairs, linens, room layout, serving pieces, etc.
• Keeps in touch with clients to ensure the best service possible
• Creates proposals, BEOs and layouts and helps with details of the client's event
• Maintains the calendar of events
• Communicates with the Chef with food questions, allergies, pricing, special requests etc.
• Provides an event evaluation (if running the banquet) or reviews the event evaluation (provided by the Special Events Supervisor), with the hours of each staff member and tips made, the bar bill to be invoiced, any notable details of the event, and feedback from the host. Follows up with each client accordingly and emails the bar bill.
• Helps with social media outlets, posting photos, sending review links, contacting photographers for professional photos
• Networks with local hotels & conference centers to promote the venues
• Be present for final client meetings for weddings and other major events
• Assists with the banquet scheduling and supervising 40+ banquet team members
• The Special Events Coordinator reports directly to the Special Events Manager and the Director of Operations
• Assists with large scale events and must be available to work nights, special event weekends and holidays. (Crush N' Run, CrushFest, Something in the Water, Taco Fest, Street Food Fest, Oktoberfest, Large Fundraisers, ECSC, Labor Day Weekend, Point Break Festival, Halloween, Winter Wonderland, New Year's Eve, Easter & Mother's Day – others may come up throughout the year)

Requirements

• Minimum 1 year event planning experience
• Minimum 1 year catering experience