Wedding/Event Coordinator

Job Summary: The Wedding & Events Coordinator position will primarily act in the capacity to plan, direct and coordinate the execution of on property weddings and events. This position will coordinate activities with staff, vendors and guests to facilitate exceptional weddings and events. Additional responsibilities will be required as directed or assigned by supervision.
WEDDING & EVENTS COORDINATORJob description
v. 07.01.18
Work Style
Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Initiative — Job requires a willingness to take on responsibilities and challenges.

Persistence — Job requires persistence in the face of obstacles.

Self-Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.

Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.

Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace and with TVWM clients.

Integrity — Job requires being honest and ethical.

Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
Tasks

• Coordinate with Department Managers to ensure compliance with wedding & event standard operating procedures and day of event processes.
• Work with Wine Department managers to develop and execute quarterly Platinum Membership events.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Confer with staff at a chosen event site to coordinate details.
• Inspect event facilities to ensure that they conform to customer requirements.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Consult with clients and management to determine objectives and requirements for wedding and events.
• Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
• Evaluate and select providers of services according to customer requirements.
• Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.

Detailed Work Activity

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.

• Obtain information from individuals

Interacting With Computers — Using computers and computer systems (including hardware and software) to set up functions, calendar events, enter data, or process information.

Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.

• plan meetings or conferences
• plan or organize work

Performing for or Working Directly with thePublic — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

• provide customer service

Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Estimating the Quantifiable Characteristics of Products, Events, or Information — Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform an event or wedding activity.

Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.

• Coordinate banquets, meetings, weddings or related events
• Coordinate staff or activities in client support setting
• Direct and coordinate activities of workers and staff
• Oversee execution of event and wedding schedules

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.

• schedule activities or events
• schedule or contract meeting facilities
• schedule work to meet specific timelines

Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.

• Determine client needs
• Identify best service for customer needs

Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.

• Judge the quality of facilities or service

Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.

• Ensure that wedding and event service contractors are performing per agreement
• Ensure that Winery event staff are efficient in their roles while maintaining quality service

Guiding, Directing, and MotivatingSubordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance

Performing General PhysicalActivities — Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials

Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

• Negotiate business contracts
• Resolve customer or guest complaints

Handling and Moving Objects — Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things

Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.

• follow contract, property, or insurance laws
• use conflict resolution techniques
• use negotiation techniques

Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• compile itinerary of planned meetings or activities

Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.

Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

• Identify problems or improvements

Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

• Maintain records, reports or files

Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on event or process-related topics.

• Consult with clients regarding needs

Work Assignments (Wedding)Prior to wedding day

• Prepare area and preset when possible – tables, chairs, linens, etc.
• Inventory beer, soda and champagne (make note if running low on any items)
• Make sure wines are pulled; soda, champagne and beer are chilling
• Re-stock bags of ice
• Review Banquet Event Order (BEO) and Bar form
• Fill fountains or arrange to have them filled before wedding
• Run Rehearsal prior to wedding – Notify bridal party where to go when they arrive on property for the wedding. Inform them not to go into the tasting room for assistance. Remind them NO outside alcohol is allowed on property.

Preparation – Day of

• Pick up cheese platters from kitchen
• Prepare bridal suite, turn on air, and make sure there is water and wine for the bridesmaids
• Prepare room for groomsmen – make sure they have water and beer, & lights and air are on
• Check in with bartender and review set up and duties
• Coordinate with caterer and vendors as they arrive
• Meet with staff and caterer together as a whole briefly to review BEO and event
• Maintain presence in barrel room (or patio) to assist as vendors arrive and answer questions
• Prepare event space (barrel room or patio) for reception
• Assist with arrangement of room if needed
• Assist with putting linens on tables if needed
• Assist with putting centerpieces on tables—fill with candles if needed
• Bring out water pitchers for caterers—depending on caterer (SOH provides own)
• Check on bride periodically
• Check on groom periodically
• Prepare ceremony site—Make sure gift table and guest book barrel are set up and have linens.
• Set up guest book and items
• Ensure water is out at ceremony and make sure everything is ready to go
• Check in with bartenders to make sure they are on schedule
• If cash bar, get money from manager for registers
• Make sure guests are all okay
• Ensure groomsmen are in their room and let them know when you’ll be back for them
• Locate bride’s dad to stay with bride when she comes up to ceremony
• Do final check on reception area before ceremony begins
• If running behind, let caterers know
• Depending on time of year, turn on all outside lights—ceremony, parking lot, cocktail pad, walkway, outside of barrel room

Ceremony

• Have assistant bring bridal party up in golf cart or send limo (groomsmen then bridesmaids)
• Seat all guests--**make sure most of the guests are there before starting wedding
• Check in with DJ and then cue for ceremony
• Make sure minister is ready to go
• Line up wedding party, making sure everyone is there and ready
• Begin ceremony
• Count empty chairs at ceremony to determine if count is over (if needed move chairs to barrel room and set extra seats—discuss with caterer)
• Check with caterer that hors d’oeuvres will be ready to go

Cocktail Hour

• After ceremony, direct guests to cocktail area
• Make sure assistant is cleaning up ceremony area
• Once cocktail hour is in full swing, check on reception area
• Make sure centerpiece candles were turned on for reception
• Make sure place cards are out and area is ready to go (bride has someone do this)
• If BEO requires wine on tables, help put on tables
• Five (5) minutes prior to completion of cocktail hour, notify bartenders to pack up and go to reception
• Make sure DJ is ready to go for reception
• Direct guests to reception area, have Golf carts ready to go

Reception

• For barrel room, bring one cart of guests down, then remain at reception
• Let bartender know how much beer/wine the bridal party used—get total so far
• Check in with caterer, confirm dinner time
• Coordinate entrance with DJ
• Make sure assistant is cleaning cocktail area
• Touch base with caterer before DJ announces
• Start meal
• Pour toast & coordinate toast with DJ (sometimes this is done during cocktail hour)
• Make sure staff eats and takes breaks
• Coordinate cake cutting with DJ, caterer, and Bride and Groom
• Make sure glasses, plates, etc. are being cleared
• Check in with bartenders for $ amount on bar, notify client if needed when close to limit
• Make sure guests who are leaving earlier have a ride up if needed
• Coordinate clean-up of entire event
• X and Z out registers
• Make sure Golf carts are plugged in at the end of night (assistant does this)
• Make sure dirty glasses and cooler are taken to barn (bartenders should do this)
• Ensure that all areas are clean, lights are turned off, and everything is locked—refrigerator, groom’s room, bride’s room, barrel room (both doors), tasting room (if applicable), barn and bathrooms.

Duties for Assistant ManagerOpening & During Procedures

• Open bridal room up and turn on lights and air
• Open grooms room and make sure air is working
• Open fridge and soda machine (777)
• Unlock stairs
• Oversee setup of room (making sure tables are where they should be)
• Assist with set up only if needed
• Grab walkie-talkies
• Meet with staff and caterer briefly to review BEO and event
• Make sure both golf carts are at barrel room…if not, find them
• Check out water glasses and wine glasses and note amount
• Check back patio and turn on lights
• Turn on fountains and lights at ceremony area/parking lot
• Make sure screen is down by restaurant
• Turn on lights at cocktail area and make sure any guests sitting there know they will need to move ½ hour before the start of ceremony
• Make sure Assistant is setting up ceremony area 1 hour and 15 minutes prior
• Make sure coordinator is at the ceremony ½ hour before the ceremony is supposed to start.
• House music should also be turned down or off prior to the start of ceremony. If it’s not then let Tasting room manager know
• Make sure Bathrooms are stocked and cleaned
• Turn fans off

During Event Procedures

• Bridal party – guys first should start to be taken up about 20 minutes prior to ceremony
• Someone (usually the assistant) has to be up top at all times during cocktail area.
• Check in with bartenders in case they need something
• Bartenders need to head to barrel room 15 minutes prior to grand entrance. Confirm entrance time with coordinator in case it changed.
• You should be in the Barrel for the start of the reception
• Monitor schedule of events throughout the evening
• Make sure staff are taking breaks and clocking in/out
• Check in with Security- noise control, drinking, etc.

Closing Procedures

• Count dirty wine/water glasses and make sure they are placed in electrical room.
• Turn off lights at ceremony area and in parking lot
• Turn off fountains
• Turn fans back on except in winter months.
• Make sure all decorations have been removed (ceremony too) and area is clean
• Turn off lights at cocktail area, ceremony lawn, parking lot
• Make sure everything has been removed, trash emptied and area is clean
• Turn off lights at back of barrel room and make sure area is clean and trash was emptied
• Put security bar on back door of barrel room
• Lock up fridge, soda machine, and stairs
• Make sure bridal suite is clean and air is off.
• Make sure grooms room is picked up and locked
• Registers need to be X & Z and drawer counted
• Make sure golf carts are plugged in (Assistant does this)
• Make sure barrel room is clean and set correctly for next day and all trash has been emptied
• Turn off all lights in barrel room leaving outside light on
• Lock barrel room door

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: No less than 20 per week

Benefits:

• Dental insurance
• Health insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Overtime
• Weekends as needed

Experience:

• Customer service: 1 year (Preferred)
• Events Coordination: 1 year (Preferred)

Work Location: In person