Events Coordinator- Foundation - Closes 1/17/2024

The Events Coordinator is responsible for planning, scheduling, executing, and supporting revenue generating activities at Heronswood Garden involving weddings, garden members, internal (Tribal) and external (public) customers, and facility use rental guests, and also including fundraising events that are offsite throughout the Puget Sound. This position will be under the supervision of the Foundation executive director and report directly to the Heronswood Garden administrative staff. The position is accountable for maintaining high standards for events and facility use, promotion of Heronswood Garden as a premier wedding and event destination venue, providing logistical support for customers, and providing administrative and outreach support for developing and growing future events and facility use opportunities, including the newly opened Heronswood store/gift shop.

Duties Include:

ESSENTIAL TASKS MANAGEMENT

• Providing first point of contact for customers and guests; responding to wedding and facility use inquiries.
• Scheduling and managing a multi-year master calendar by day/week/month/season/year.
• Maintaining records and contracts for events and activities
• Receiving, recording and tracking deposits, payments, refunds and closing out accounts.
• Ticketing for classes, events, fundraising, and other pre-paid activities.
• Monitoring and supervising payment portals: Square, Stripe, PayPal, Odoo, etc.
• Support for staff and volunteers.
• Ordering and maintaining supply inventory.
• Maintaining contractor/vendor files and being the primary point of contact for catering, event rentals (A/V equipment, staging, etc.), etc.; researching and recruiting new vendors.
• Primary point of contact and scheduler for Tribal vendors and departments wanting to use Heronswood Garden
• Providing written reports on events, including type of events, amount of revenue, accrued costs, details assisting in future planning/budgeting.
• Developing a premier destination wedding and events program with high public and professional visibility throughout Kitsap and the greater Pacific Northwest.

EVENT PROMOTION

• Manage and execute plan for venue advertising and marketing, especially for wedding and corporate/conference event activities.
• Develop a public relations campaign and promotional materials for wedding and event trade shows.
• Outreach to Tribal community and external communities, including PGST weekly Memo, special announcements, posters, website, social media, and other communication portals.
• Work with Tribal communications contractor and Foundation/Heronswood staff to develop consistent messaging throughout the Puget Sound
• Securing vendor services and maintaining positive professional relationships.
• Assist with the Event Center feasibility and capital campaign studies in 2024/2025.

ACTIVITIES

The Events Coordinator will be the primary point of contact and responsible for overall event management and execution for Foundation and Heronswood -sponsored activities, including:

• Regular Heronswood public/member events: lectures, garden events (StoryWalks, etc.)
• Tours: Privately scheduled, Heritage group tours (ticketed), Windcliff, and special evening tours as scheduled.
• Classes and lectures taught by Heronswood faculty.
• Plant Sales, both ongoing Heronswood sales and seasonal multi-vendor sales.
• Seasonal and year-round events: Haunted Heronswood, Winter holiday events, Opening Day, holiday activities, etc.
• Fundraisers, including major donor development.
• Heronswood Gift Shop supervision and management.

The Events Coordinator will also provide scheduling and logistical support to Tribal community programs taking place at Heronswood: Administration/management, government, departmental and individual/family

The Events Coordinator will be responsible for coordinating with, planning and supporting facility use activities, including:

• Weddings and other private event uses (anniversaries, birthdays, memorials, etc.)
• Corporate facility use
• Community, nonprofit, and civic gatherings
• Other Venue Rentals

VENUE MANAGEMENT

The Events Coordinator will be responsible for making sure all indoor and outdoor convening areas are in good repair and have requisite supplies/materials to support program use.

The Events Coordinator will work with Heronswood maintenance staff to ensure venue facilities are clean, in good condition, and are receiving routine maintenance/scheduled repairs, in addition to being set up as requested/contracted.

The Events Coordinator will eventually be responsible for the day-to-day operations and overall management of the proposed Heronswood Event Center, for which a feasibility study is currently being conducted.

ADMINISTRATIVE

• Accurate record keeping and managing receipts/revenues/facility use data/master calendar.
• Working with Foundation and Heronswood staff on event and long-range planning.
• Staying current on wedding and major event industry data.
• Developing marketing forecasts for venue rental.
• Liaison with wedding and events industry throughout the Pacific Northwest, including tradeshows and other professional activities.
• Drafting sponsorship proposals and drafting/updating necessary facility use/contract forms.

SUPERVISORY

• The Events Coordinator will provide supervision for support staff, contract workers, and volunteers, and eventually will be responsible for supervising Event Center staff.
• Be the first point of contact for event vendors and contract services.

OTHER DUTIES AS ASSIGNED

Education and Certifications:

• High school diploma required. Associate degree preferred and/or post-secondary certification in Event Planning with two year's experience in Event Planning (Fundraising, service projects, etc.) and organizing weddings in a professional capacity, including contracts, payment management/accounting, and experience working with external contractors. Experience with community-based organizations and/or nonprofits a plus.

Physical Requirements:

• Regularly required to finger, handle, reach with hands and arms.
• Regularly required to walk, sit and reach with hands and arms.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Normal audio acuity.

Travel Requirements:

Local, Statewide, and out of state travel may be required.