What are the responsibilities and job description for the Event Coordinator position at Orlando Science Center.?
Event Coordinator oversees specified Orlando Science Center weddings and event rentals and will work with the Manager of Events to execute all events. Responsible for event coordination and logistics once the sales process has taken place. This includes, event set ups and breakdowns, communication between participating vendors, constant communication with clients, collection of rental fees, etc. Event Coordinator will be on site during events to manage load in process, work with clients, and work with the internal departments involved with all events.
Essential Functions
- Works with clients to create set up for event space, recommend vendors, and assist in event planning.
- Conducts wedding rehearsals to go over details and allow clients to practice their entrance and exit for the ceremony.
- Directs set up crew in the placement of tables and chairs and direct vendors to their set-up locations and be available to answer any questions.
- Schedules the load in of all vendors, confirms any table and power needs, and confirms any wedding/event details.
- Maintains a safe a secure environment during events, communicating any concerns taking place during events, to onsite House Manager or vendors.
- Keeps running tally of event related costs when working with clients to collect final payment for event and event needs prior to event date.
- Creates and maintains event production schedules including information on vendor load in, special needs for event, and expected timelines. Production schedules are shared with the building to communicate all event needs.
- Empowered to act as on-site decision maker during afterhours events.
- Performs any other related tasks as assigned.
Minimum Qualifications
- Education: Event Coordinators should be enrolled currently or have taken college level courses relating to event and wedding management.
- Experience & Certifications: N/A
Preferred Qualifications
- Events Coordinator should have at least one year of educational events/wedding experience or one year of professional meetings and events experience.
Supervisory Responsibility
N/A
Physical Demands
- Ability to remain in a stationary position.
- Moves throughout the museum.
- Ascends/descends stairs throughout the museum.
- Ascends/descends ladders or other equipment to perform various tasks.
- Observes and reacts to the needs of guests, staff, volunteers, and community partners.
- Communicates and exchanges accurate information with guests, staff, volunteers, and community partners in a variety of formats including in-person, electronically, and over the phone.
- Operates a computer and/or office equipment efficiently and accurately.
- Manipulates and moves components weighing up to 50 pounds, including those that may be low to the ground or above eye level.
- Frequently works in outdoor environments.
- Frequently works in indoor environments.
- Coping with demands and stresses associated with job and work environment.
- Kneeling and Crouching (frequently)
- Weight Levels – Lift, Push, Pull
- Up to 50 pounds
Expected Hours of Work & Travel
- This position is part time. Hours can vary based on the needs of the organization.
- This position must be able to work weekends and after hour events as needed.
- Availability for on-call emergencies.
Telecommuting
This position is required to be onsite 100% of the time.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
