The Special Events Coordinator, under the director of Special Events, is responsible for supporting the planning and execution of more than 100 special events annually.
Essential Duties:
Planning Items:
- Attend planning meetings, site visits, and tastings
- Assist in managing event registration through GrowthZone CRM
- Creating and maintaining SPECS sheets and Event Checklists
- Assist in communicating with sponsors to obtain guest names for their table and head table
- Assist in ordering food for internal meetings and events
- Assist in event décor projects
- Print name badges
- Assist in assembling supplies before events
- Assist with setup and execution of know-before-you-go emails
- Organize past sponsors in Excel
- Create event folders in the public drive
- Create maps for venue options
- Sending calendar invites and reserving the dates on the Master calendar
- Assist with securing caterer when needed & finalize menus
- Provide food and beverage counts to the venue
- Assist in finalizing setup or other event details
Execution Items:
- Provide customer service by answering inquiries
- Assist at events with setup, breakdown & manage event day registration team
- Assist in collecting outstanding revenue
- Assist with registration process at events
- Create and maintain VIP look book
- Assist the Coordinator with Mingle and Mixer logistic planning and execution
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