Event Coordinator

About Colonial Downs Group

Colonial Downs Group (CDG) is owned and operated by Churchill Downs Incorporated and consists of several different brands across Virginia: Colonial Downs Racetrack, Rosie’s Gaming Emporium, Rosie’s Game Room, and Virginia Horseplay. CDG is an inclusive and fun place to work. We celebrate unique approaches and points of view. We believe diversity is a mindset that drives excellence. We’re always learning, evolving, and growing. We innovate through mutual respect of ideas and collaboration. This allows us to build a common language that inspires our team members and propels us toward the achievement of our vision.

Essential Duties And Responsibilities

• Manages and coordinates all aspects of event planning, from receiving the initial BEO prepared by the Ticket & Sales Representative, through execution.
• Executes and supports the operational aspects of business booked by the Ticket & Sales Representative (e.g., generating proposal, writing contract, customer correspondence, and invoicing).
• Coordinates BEO execution and events with the representatives of the food service provider.
• Spaces available to be sold include racing suites, 1609, Jockeys Club, banquet room, and any other potential revenue generating opportunity approved by management.
• Follows up on all business leads in a timely manner.
• Builds and maintains strong relationships with the client throughout the event planning process.
• Addresses any client inquiries or concerns in a timely and professional manner.
• Negotiates, drafts, generate contracts, and maintains customer correspondence to ensure maximum revenue potential.
• Provides administrative support by developing and generating executive level documents, PowerPoint presentations, spreadsheets, charts, and reports as needed.
• Creates detailed BEOs to ensure accurate execution of guest’s expectations.
• Collaborates with catering, audiovisual, and venue teams to ensure all details are accurately represented in the BEOs.
• Organizes and chairs Banquet Event Order (BEO) meetings and required staff meetings.
• Communicates regularly with various departments involved in servicing accounts to ensure all contractual terms and conditions with clients are met and guest expectations are delivered.
• Serves as the primary point of contact on the day of the event, ensuring all elements run smoothly.
• Interacts with all clients to obtain feedback on product quality and overall service experience.
• Responds to and manages situations requiring service recovery to ensure client satisfaction.
• Conducts post-event evaluations to gather feedback and improve future events.
• Manages and develops long-term relationships with key internal and external stakeholders.
• Collects and manage client payments.
• Conducts property tours.
• Other duties as assigned.
  
  
  

Required Skills And Abilities

• Demonstrated management and leadership skills in food & beverage operational effectiveness.
• Excellent verbal and written communication skills.
• Excellent guest service and interpersonal skills.
• Ability to work nights, weekends, and holidays.
• Conflict resolution and mediation skills.
• Strong and accurate money handling skills.
• Strong organizational skills and the ability to multitask in a fast-paced setting.
• Knowledge of menu development, costing, labor management, food trends and services as well as overall restaurant operations preferred.
• Digital literacy in computer programs relating to the Food & Beverage department is strongly preferred.
• Proficient in Microsoft Office Suite applications.
• Proficiency in event management software is strongly preferred.
  
  
  

Education And Experience

• Bachelor’s degree preferred; High School diploma or equivalent required.
• Proven experience in event coordination, preferably in hospitality or sports environments.
• Three (3) to five (5) years of progressive experience in food & beverage, banquet execution, or related field.
• Other combinations of education and experience may be considered.
• Must obtain and maintain Serv-Safe certification.
• Must obtain and maintain a valid racing license.
• Required to hold a valid driver’s license with a minimum of three (3) years’ driving experience.
  
  
  

Physical Requirements & Working Conditions

• The Team Member may be required to stand for the duration of the shift.
• While performing the duties of this job, the Team Member is frequently required to sit or stand; walk; use hands to reach, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; bend, stoop, kneel, crouch, or crawl; and talk or hear.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• The Team Member may be required to lift up to 30 pounds.
• The Team Member may be required to work long hours, including nights, weekends, and holidays.
• The noise level in the work environment is usually moderate to loud.
• The work environment may vary in levels of crowds, noise, and smoke, depending on the assigned station and guest volume.
  
  
  

The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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