What are the responsibilities and job description for the Event Coordinator - PT position at Chesapeake Conference Center?
SUMMARY
This position is responsible for the provision of professional support in the planning, organization, execution, and management of events within the facility. Monitors the ongoing logistics of events and coordinates all tasks associated with events from contract inception through event conclusion. Serves as the primary liaison between the Chesapeake Conference Center and the client(s) in the coordination of all facility services and event activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Ensures successful event management and coordination of activities by serving as the main liaison and point of contact between clients and all venue departments.
A. Client Responsibilities:
1) Meets with clients to plan and organize assigned meetings and/or events, interpreting and explaining contract provisions, as well as facility policies and procedures.
2) Keeps clients informed regarding status of deadline schedules, including but not limited to floorplan submissions, meeting room set-up specifications, insurance requirements, security requirements, and other related logistics for the event.
3) Provides accurate quotes to clients regarding additional costs for operational and labor services not specified in the sales agreement.
4) Maintains an active presence in the event function area during all scheduled events, making any changes to event activities as needed and resolving issues that may arise.
1) Meets with clients to plan and organize assigned meetings and/or events, interpreting and explaining contract provisions, as well as facility policies and procedures.
2) Keeps clients informed regarding status of deadline schedules, including but not limited to floorplan submissions, meeting room set-up specifications, insurance requirements, security requirements, and other related logistics for the event.
3) Provides accurate quotes to clients regarding additional costs for operational and labor services not specified in the sales agreement.
4) Maintains an active presence in the event function area during all scheduled events, making any changes to event activities as needed and resolving issues that may arise.
B. Facility Responsibilities:
1) Prepares written details and requirements for each event to include floor plans and other operational requirements, ensuring compliance with applicable fire, building and safety codes.
2) Coordinates any special client needs (i.e. AV, decorating, equipment, etc.) with the appropriate parties.
3) Provides clear, concise, and timely communication to all operational departments regarding event requirements.
1) Prepares written details and requirements for each event to include floor plans and other operational requirements, ensuring compliance with applicable fire, building and safety codes.
2) Coordinates any special client needs (i.e. AV, decorating, equipment, etc.) with the appropriate parties.
3) Provides clear, concise, and timely communication to all operational departments regarding event requirements.
4) Conducts weekly event planning BEO meetings with staff, communicating logistics established for the event and any necessary changes made to the event plans.
5) Enforces facility policies and procedures for each event.
5) Enforces facility policies and procedures for each event.
6) Collaborates with facility departments in the completion of post-event summaries/post con meetings with clients, identifying any event challenges for future planning purposes.
7) Maintains good working relationships with internal service partners to ensure the effective management of events.
7) Maintains good working relationships with internal service partners to ensure the effective management of events.
C. Administration Responsibilities:
1) Promotes and fulfills VenuWorks goals and brand promise with each managed event.
2) Manages activities in keeping with both event and department budgetary constraints.
3) Effectively maintains all event files to ensure event activities and challenges are documented in support of superior client services.
4) Actively participates in the facility safety programs to provide for a safe and secure environment for clients and their guests.
5) Provides superior customer service to a wide variety of clients.
1) Promotes and fulfills VenuWorks goals and brand promise with each managed event.
2) Manages activities in keeping with both event and department budgetary constraints.
3) Effectively maintains all event files to ensure event activities and challenges are documented in support of superior client services.
4) Actively participates in the facility safety programs to provide for a safe and secure environment for clients and their guests.
5) Provides superior customer service to a wide variety of clients.
Please visit our career page on our website for full job description: https://chesapeakeconference.com/job-opportunities/
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
