Venue Coordinator

General Description

The Venue Coordinator is responsible for planning, overseeing, and executing a variety of meetings, events, weddings, and festivals. This role ensures that all logistical aspects of events run smoothly, including facility setup, equipment needs, and compliance with safety regulations. The Venue Coordinator serves as a liaison between clients, vendors, and internal staff to provide a seamless event experience.

Reporting Structure

Reports to the Arts & Culture Manager. Provides guidance and oversight to event staff, volunteers, and independent contractors as needed.

Essential Duties & Responsibilities

• Serve as the primary point of contact for clients, providing guidance on event setup, policies, and procedures.
• Cook up event logistics, including space layouts, equipment, staffing, and vendor services.
• Ensure compliance with safety, fire, and health codes for all event setups.
• Oversee front-of-house operations for theater events, ensuring a smooth patron experience.
• Proactively identify and resolve client concerns or issues during events.
• Supervise event setup and breakdown, ensuring all requirements are met.
• Cook with setup crews, security personnel, caterers, and decorators.
• Operate and oversee lighting and sound systems if technical staff is unavailable.
• Open and secure facilities before and after events.
• Identify and report facility maintenance or equipment repair needs.
• Input and update event information using a computerized event management system.
• Capture event details, including attendance, type, and duration.
• Aid with event settlements by tabulating charges and working with the Administrative Coordinator to finalize invoices.
• Develop and maintain relationships with vendors and service providers.
• Aid with daily office operations and front desk coverage for the SteamPlant, ensuring professional, friendly, and efficient service.
• Provide administrative and logistical support for events, including coordination of setup needs, vendor communication, and guest assistance.
• Serve as the first point of contact for SteamPlant patrons, providing excellent customer service while responding to inquiries from the public and prospective clients regarding facility availability, pricing, and policies in person and over the phone.
• Manage ticket sales, refunds, and customer inquiries via box office and online platforms such as Humanitix and Square.
• Develop plans to manage traffic flow and crowd control. Ensure the safety of patrons, staff, and event attendees. Coordinate security and emergency procedures as needed.

Qualifications & Requirements

• Ability to lift and move up to 50 pounds.
• Proficiency with computers, event management software, and office equipment.
• Strong problem-solving skills and the ability to make quick decisions under pressure.
• Excellent communication and interpersonal skills.
• Experience in event coordination, hospitality, or a related field is preferred.

Education & Experience

3 to 5 years of work experience with at least three in a meeting and event production-related field, or any combination of education and experience that provides the required knowledge, skills, and abilities. Food service experience and knowledge of safe liquor service preferred.

Knowledge, Skills, & Abilities

• Must be able to work with the public, handle multiple projects simultaneously, and work under deadlines.
• Will be expected to be able to manage large crowds.
• Schedule, and coordinate food vendors.
• Tech-savvy/knowledge of event production.
• Capable of following instructions; must work well with other team members.
• Must be comfortable using a personal computer and printer, programs including MS Word & Excel, Adobe Acrobat, WordPress, TripleSeat scheduling software, and be able to navigate the web, and operate other office equipment.

Environmental & Physical Conditions

The majority of this position’s duties are performed at the SteamPlant Event Center, Rotary Scout Hut and Riverside Park where events will generally take place. Events may also take place in other parks and at the Touber Building. Physically labor-intensive at times. Must be physically able to operate a variety of equipment and have visual and physical ability to set-up tables and chairs. Ability to lift 50 pounds.