Events Coordinator

EVENTS COORDINATOR

The Events Coordinator works directly under the Events Manager. The Events Coordinator books weekly and festival musicians, assists with festival coordination, books weddings and assists with coordination of weddings, assists with Breaux events and large group bookings, and is involved with community networking. The Events Coordinator provides support to the Events Manager on all Breaux Vineyard events as needed.

Hospitality & Events Responsibilities

Music:

· Build the Music Calendar in September for upcoming year

· Submit musician pricing via spreadsheet to Accounting

· Organize clips of new singers w/good energy for Breaux the next year or for special events

· Book and send Contracts to Bands for all our Festivals

Festivals:

Samedi Gras, Chocolates & Cabernet, Cherry Blossom, Adult Easter Egg, Mother’s Day, Dog Days, Juneteenth, Cajun Fest, Key West Fest, BBQ & Bluegrass, Harvest Festival, Black Friday, Holiday Open House

· Book Bands

· Book Food Trucks

· Book Vendors

· Awards/Contests ~ Fun Entertainment surrounding theme

· Set Sales Goals for Event to beat prior year sales

· Order Décor & Decorate for Theme

· Work with team on Specialty Food/Wine for Event

· Collect Money and log in spreadsheet Vendor Payments

· Collect Business Insurance & current health inspection (food trucks)

· Design Vendor and Band Set-Up

· Communication liaison with Vendors

· Communication with Tasting Room Team on the Day Events/Scheduling needs

· Communication at least 30 days prior with Marketing

Weddings:

· Respond to all Wedding inquiries within 24 hours to each inquiry/continue to follow up

· Schedule Wedding Tours/Follow up on Tours

· Create Wedding Contracts

· Guide Brides through Wedding process and Breaux needs

-Insurance, ABC License, timely payments

· Schedule and conduct Final Walk Throughs with Catering & Coordinators present

· Conduct wine tasting and collect wine orders

· Give Furniture Pulls/Wedding wine pulls to Facilities Manager 2 weeks prior to wedding

· Communicate Wedding Calendar with Scheduling, Tasting Room & Facilities

· Book Rehearsal Dinners and Day after wedding gatherings

· Timely Security Deposit Returns

· Maintain Preferred Vendor Lists

· Work Wedding Nights

· Send Thank You notes and Happy Anniversary Cards

· Maintain and create experiences for the New “Newlywed Wine Club”

· Maintain Wedding Social Media

· Attend Wedding Showcases and Networking Events

Breaux Events:

· Assist when needed with set-up / logistics for Club Pick Up Parties

· Schedule Winery Tours/Barrel Tastings

· Schedule Wine & Bites with Chef Jen

· Quarterly Events focused on Selling Wine and bringing in Groups of people for example:

- Trivia

- Comedy

- Dinners – Prepare floor plans/set up

- Brunch opportunities

- Wine Education

- Verticals

- Blind Tastings

- Book Club

- Specialty Club Events

- Crafternoons

Large Group Bookings

· Respond to large groups in timely manner

· Respond to large group phone calls – (March – June and late August – October peek busiest times) – Maximize as many as we can during, and find fun ways to sell our spaces for slower winter and hot summer days.

· Assist guests with Birthday Celebrations, Celebration of Life events, Non-for-Profit Events, Governor’s Cup Wine Judging, Corporate Outings, Retirement Parties, College Graduations, Family Reunions, Tour Groups, Etc.

· Assist Guests in finding right location on Property by using our location pictures on our website, well versed in all our locations to fully assist guest with best location

· Learn their Catering needs determine if they will be ordering off Breaux Platter Menu or using outside Catering

· Learn timing of Event and Guest expectations and clearly communicate Breaux rules and what is included in their contract

· Set-Up needs

· Additional Furniture/Linens

· Create Pricing Contract and Collect payments

· Be able to create an experience for them with specialty add on’s of guided tastings and tours

· Communicate with Tasting Room on all group needs as well as indicate in Cellar Pass event notes/Coordinate extra staffing when needed

· Be able to market to companies and grow our during the week meeting business with local organizations and tour companies

Community Networking:

· Attend B & B Guild Meetings

· Attend Hunt Country Wedding Meetings

· Attend Visit Loudoun Meetings

· Get involved with Loudoun Chamber & Loudoun Economic Development Events

Qualifications:

Work experience in hospitality and events or weddings is required. A degree in Hospitality or a related field is a plus. Good organizational skills and strong attention to detail. Excellent customer service with a warm positive attitude. Willing and able to multi-task and work with a team with many fast moving parts. Adaptable, someone who enjoys people. Knowledge of Social Media marketing is a plus. Must be able to lift 40lbs.

Must be willing to work some evenings and weekends for events and weddings, but will have the ability to have some weekends off.

Job Type: Full-time

Pay: $42,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evenings as needed
• Weekends as needed

Application Question(s):

• Are you able to work weekdays and some weekends and evenings as needed?

Ability to Commute:

• Purcellville, VA 20132 (Required)

Work Location: In person

Salary : $42,000 - $50,000