Venue Coordinator

About Progress Park Airstream Resort & Event Venue

We are a 12 acre glamping & events concept, unlike anything else Louisville has to offer. Progress Park is an all-inclusive concept. We try to take care of anything a guest may need while staying with us, to reduce stress and focus on the fun. While our property is within city limits, you feel like you’re miles away once you enter our gate. We give guests the opportunity to unplug and reconnect with nature and each other.

When glamping with us in one of our airstreams or houses, guests can have the outdoor camping experience, but with all the luxuries and amenities of home.

We carry that same mindset over to our events, where we provide services and amenities that are a step above and help give guests an experience like no other.

Progress Park Mission Statement
We strive to provide a 6-star experience, leaving guests feeling rested and inspired

Job Description
The Venue Coordinator plays a critical role in the planning, execution, and overall experience of each event hosted at our venue. This person is not planning the events themselves, they are the point person on behalf of Progress Park, there to ensure the needs of customers, vendors, and guests are met before, during, and after the event. They are an extension of the ownership team, and work closely with the client’s event planner, and may often be the first person a customer or guest encounters. This person must be invested in Progress Park’s goals and philosophy and understand what a 6-star experience looks and feels like. As the Venue Coordinator, you will utilize your expertise in organization, time management, problem solving, and communication to ensure that every event is top notch. This role requires high energy, great communication skills, flexibility and the ability to multitask, anticipate needs and problem solve. To thrive in this position you must feel comfortable working at a quick pace, interact easily with others, and be enthusiastic about working evenings and weekends.

Core Competencies:

• Strong organizational skills
• Great communicator (friendly, positive, upbeat)
• Emotional intelligence (stress management, conflict resolution, anticipate needs)
• Strong problem-solving skills
• Flexibility (Schedule)
• Multi-task
• Networking Skills
• Tech Savvy
• Leadership skills

Primary Responsibilities:
(NOTE: This list is subject to change based upon growth of venue and position)

• Oversee private events on property to include, but not limited to corporate events, weddings, retreats, celebrations etc.. These events could take place in many areas on property (event center, pavilion, lake house etc.)
• Participate in on-site walk-through meetings for assigned events. This includes meeting with key individuals to finalize layouts, vendors, day-of itinerary, event flow, expectations, etc..
• Help communicate any outstanding information and items required from the customer and vendors.
• Utilize the event tracking system for updating event details when appropriate.
• Serve as the venue’s main point of contact on the day of the event, to ensure all details are well executed by venue staff and any outside vendors.
• Serve as the main point of contact for the event and/or wedding coordinator and all customers attending the event. This includes being available to answer any questions, providing directional assistance, etc.. .
• Assist with event set-up and tear down. This will include coordinating the scheduled venue ambassadors to ensure everyone understands the setup & floorplan and helps to create a seamless experience from start to finish.
• Conduct ongoing rounds throughout the entire event to ensure everything is running smooth and everyone is having a 6-star experience.
• Ensure all guests and vendors are following park policies during the event.
• Anticipate the needs of the customer, vendors, and guests.
• Take videos & photos before and during the events for our marketing mgr. to be used on social media platforms.
• Identify ways you and/or team members can elevate the experience; this may include lending a helping hand without being asked, etc..
• Handle any issues that arise during the event related to the venue.
• Ensure that the timeline of the event is followed, and that the music/bar etc.. ends at the designated time and that the client & vendors clean up & are out on time.
• Work with other PP event support staff, to ensure the proper tear down of tables/chairs etc. happens on time for the cleaners to arrive.
• Maintain and build relationships with vendors and customers.
• Ongoing evaluation for how to streamline and/or improve processes.

Additional Responsibilities:

• Follow up with a thank you message to all clients after completion of the event. Request for feedback, testimonials, imagery etc.. to share on our social media platforms.
• Check the venue between events to ensure the cleaning crew executed everything correctly.
• Coordinate ongoing maintenance of venue fixtures to ensure everything is clean and in working order. This may be physically assisting and/or coordinating with venue ambassadors to complete these tasks.
• Help with property tours for potential event customers- these will be scheduled based upon venue availability.
• Networking to promote Progress Park event space and glamping opportunities
• Help in planning of Progress Park’s own Premier Events

Education & Experience
College Degree in Hospitality Management and/or Similar Field is preferred, but not required.

1-2 years experience in venue and/or event management preferred.

Supervision
This position will report directly to co-owner, Karey McDowell from day to day. During the day of an actual event, the point of contact will be a member of the ownership team that is on call.

Work Schedule
The weekly schedule will vary depending on event bookings. Most all events will be assigned to the venue coordinator in advance for personal planning purposes. This position will require flexibility as days off will vary on a weekly basis.

Wage
This is a salaried position. Salary Range: $45,000 - $60,000 benefits

Benefits:
PTO/Sick Leave
Health Insurance allowance

Potential Additional Benefits:

• Cell Phone allowance
• Flexibility
• Rental options at discounted pricing
• Branded Apparel

Performance Review
A 30-day review will be scheduled to assess the employee's performance after their first month in the new role. This review will be an opportunity to gain insight into what's going well and identify what needs improvement. A 90 day review will be an extension of the 30 day review with a focus on the completed property manuals, work schedule, job lists, and protocols. The 6 month review will be a monetary review with the opportunity for up to a 4% increase in pay.

Requirements
All applicants must submit a full resume with 2-3 referencesincluded.
Email resume to: progressparkky@gmail.com
Email titled: “venue coordinator applicant” with note of where you heard of the position.

Timing:
We will be reviewing resumes the month of February, and will conduct interviews the week of March 3, 2025. Estimated start date would be mid-late April.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Ability to Commute:

• Louisville, KY 40218 (Required)

Work Location: Hybrid remote in Louisville, KY 40218

Salary : $45,000 - $60,000