Events Coordinator

Position Title: Event Coordinator
Accountability: The Event Coordinator reports to the Event Sales Manager
About: Daniel Stowe Botanical Garden inspires a love of nature and its beauty through unforgettable outdoor experiences. The nearly 400 acres of Daniel Stowe Botanical Garden allows visitors to reconnect with nature in all seasons. The property welcomes guests to spectacular gardens, a conservatory dedicated to the display of tropical plants and orchids, sparkling fountains, nearly 6 miles of trails, and a dog park.
The Event Coordinator is responsible for providing logistical support for private events, public events, community fairs, meetings, and other select programs at the Garden. This role is a critical member of the events team, coordinating and welcoming prospective rental clients, providing pre-event logistics, on-site set-up, event oversight, and post-event breakdown with an emphasis on wedding venue rentals. An ideal candidate will have excellent interpersonal skills, a proven ability to collaborate, and the ability to prioritize and multi-task to represent the Garden in its highest form.
**This position requires working a non-uniformed schedule and will vary weekly. Working nights and/or weekends is a requirement for this position. **
Responsibilities:

• Understands the importance of each guest to the Garden and drives excellence to ensure an optimal experience in every way.
• In partnership with the Event Sales Manager in sharing duties, the Event Coordinator
• Schedules and hosts site tours with prospective private event clients in partnership with the Event Sales Manager.
• Coordinates private events and supports other events using the Altru program to manage event details.
• Creates rental contracts and assists in the payment process.
• Acts as the day-of and on-site contact person for private events.
• Effectively manages all aspects of operational set-up and breakdown of events to include but not limited to, IT equipment, linens, tables, chairs, tents, and podiums, ensuring all event logistical needs are met.
• Anticipates customers' needs, responding promptly and acknowledging guests, and vendor requests.
• Monitors and handles guest's concerns and complaints, instantly acknowledging and solving issues or concerns.
• Proactively handles and troubleshoots any logistical issues that arise pre-/during and post-event.
• Manages communication and changes for private event details and final invoicing.
• Collaborates and takes direction from other members of the Garden team on non-private event events with pre-event planning, day of implementation, and post activities, ensuring all logistical requests are fulfilled.
• Creates and implements floor plan options, loaded into work-order software for each venue and event space, according to event specifications, ensuring accurate and clear choices for event set-up.
• Assists with overseeing the security of the Garden and grounds including the management of gate opening and closures pre and post-event.
• Oversees and inventories proper stock and maintenance of supplies for specific programs and events as needed, alerting the appropriate person when supplies are low or damaged.
• Collaborates and communicates in a professional demeanor with other Garden employees and outside vendors, as well as guests ensuring quality of service and adherence to all applicable federal, state, and local safety & health regulations and Garden standards.
• Identifies situations that compromise the Gardens standards and performs and/or delegates tasks as needed.
• Exemplifies the Garden Mission Statement and supports staff, departments, and leadership in pursuing and achieving goals.
• Performs any other duties needed to help drive our vision, fulfill our mission, and abide by our values.

Requirements:

• Exhibits a passion for the mission of Daniel Stowe Botanical Garden.
• Successfully pass a standard background review.
• Strong interpersonal skills and ability to work well with others.
• Enthusiastic, energetic, and inviting.
• Exceptional communication and organizational skills
• Ability to work in a team yet also independently.
• Must be willing to serve all guests equally regardless of their race, color, religion, national origin, age, gender, marital status, disability, veteran status, genetic information, gender identity and/or sexual orientation.

Physical Requirements:

• Constant
• Walking
• Standing
• Lifting & carrying up to 50 lbs
• Grasping & twisting
• Pushing & pulling
• Lifting 50+ pounds
• Frequent:
• Sitting
• Bending & stooping
• Reaching
• Occasional
• Climbing & balancing
• Crawling & kneeling

Experience & Education:

• High School diploma or equivalent preferred.
• Experience with customer service, logistics, and problem-solving.

Daniel Stowe Botanical Garden Core Values:
We are an organization of integrity.
We are a balanced & inclusive team.
We will foster each other's growth & well-being.
We will use imagination to fuel innovation.
We will act with intention & initiative.
Daniel Stowe Botanical Garden provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type.