Venue Coordinator

Department: Hospitality Services

Supervisor: Manager of Event Sales & Venues

Supervises: Indirectly supervises Venue Hosts providing supervision during scheduled events.

FLSA Salary Classification: Non-Exempt

Revision Date: July 2024

Availability: Weekday & weekend hours

General Summary:

The Venue Coordinator will work collaboratively with internal partners and external vendors to execute events with the guest experience and Garden mission at top of mind. This position will plan, prepare and organize assigned events once the client has completed a venue rental agreement. Including but not limited to organizing private, corporate, weddings, receptions, business meetings, parties, luncheons, and more.

Essential Duties:

• 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.

Minimum Qualifications:

Associate degree in a related field of hospitality, event management, or business management and at least 1 year of experience in customer service or event coordination or an equivalent combination of education and experience.

Success Factors:

• 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.

Preferred Qualifications:

Prior experience in the role of Venue Host preferred.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• 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.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job, and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.