Event Coordinator (Chicago, IL)

Our client is a leading professional services firm that specializes in real estate and investment management. Our client shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities. Our client is a Fortune 500 company with annual revenue of $18.0 billion, operations in over 80 countries, and a global workforce of more than 93,000 as of December 31, 2019.

Our Customer is seeking an Event Coordinator on a contract basis to help support their business needs. This role is onsite in Chicago, IL.

Part-time, 20 hours/week

Responsibilities

Security

• Responsible for loading dock and freight elevator
• Assists with monitoring guests entering and exiting
• Monitors the 40th floor during the event
  
  

Engineering

• Ensures all power is functioning properly
• Assists with opening doors, turning on lights, and activating power outlets
• Manages temperature changes as needed throughout the event
• Calls for assistance to unlock power outlets for vendors on the 40th floor
• Available if power goes out for caterers, etc.
  
  

Porter

• Maintains restroom cleanliness (should clean twice throughout a weekend event)
• Assists with cleanup of spills, broken glass, etc.
• Restocks and cleans spaces as needed
  
  

Upon Arrival

• Check in with Security at the front desk in the Lobby
• Get key card from lobby front desk
• Drop off your items in the building's office, Suite 1506, and put back keys/radio into charging tray
• Ensure they have your contact information as needed
• Make sure lobby security unlocks the 40th floor passenger elevator during load-in and remain unlocked at least 30 min after the event ends
• Ask security to open lobby turn style 30 min. before event and remain open until guests leave
• Confirm scheduled event security and staff are on time and available as needed
• Check the venue space (Lobby, Stacks, Library, etc.)
• Confirm all spaces are set up per the event diagram in weekly event packet. If not, call staff to make adjustments or do it yourself. (Events packet located in Gracie’s office)
• Ensure all lights are on, doors open (including Hospitality Suite, Board Room, Library, etc.)
• Unlock Library ice room, AV room, boardroom, LaSalle/Adams – keep unlocked throughout event
• Hide all Wifi signs, Instagram signs and trash bin/hand sanitize stands in both the Library and Stacks
• Hide vases on Stacks tables in the shelves if client does not want to use them
• Make sure all trash cans are removed behind the bar in the Stacks
• Move all Library trash cans inside AV room
• Get out any easels from AV Room – if it’s included on event packet notes
• Set Stacks pool table into ‘triangle form’ if pool table is open during event
• Make sure dock door in the Stacks are closed after all vendors arrived and before the event starts
• Check in with vendors upon arrival (Caterers, AV, Décor, Floral, etc.)
• Connect with the “Lead” for each vendor to confirm their needs
• Ensure catering team knows how to contact you and do not move Board Room tables
• Assist vendors in finding storage for their items (Adams Room or LaSalle Room – store in opposite room as client/bride/groom are using)
  
  

Event Coordination

• Connect with the planner or event host’s main contact
• Ensure they have everything they need and answer any questions
• Exchange contact information with planner
• Set music and TV monitors per client’s needs
• Confirm music playlist is playing or turned off in Library only (DJ/band will use own equipment for Library)
• Set Stacks to Spotify music – find generic wedding cocktail playlist if they client has not provided a playlist
• Ensure TV monitors display the correct presentation or are turned off (refer to notes – client should provide their own laptop/adapters) *keep AV room unlocked for client/planner to manage the computer
• Adjust lighting during the event as needed
• Dim lights for dinner setting in Library
• Dim lights for dancing setting in Library
• Dim lights in Stacks once dancing starts in Library
• Turn on the lights in the vases in Stacks at least 15 min before event if the clients wants to use them – If not, put the vases on the books shelves in the stacks
• Call engineering if power assistance is needed (e.g., catering loses power in hospitality room)
• Ensure both men’s and women’s restrooms are cleaned twice during the event (pick up trash, restock toilet paper, and mop as needed).
• Assist the porter in verifying that restrooms are empty before cleaning. Event security can help.
• Call porter on radio for any other spills, etc.
• Monitor catering and vendor needs
• Remind catering team to avoid moving Board Room tables during event
• Ask caterer to put up folded screens outside of the hospitality room & boardroom (ice room if they have it open)
• Make sure plywood in the hospitality room is placed under all catering equipment that’s in the hallway or boardroom – we should always have the carpet covered in case any spills etc.
• Remind catering team to take all trash to the gondola and place it in the dumpster in the dock alley. Return gondola to the dock after the event
• Ensure that all food and beverages are consumed by you, vendors, and security in the Adams Room or Boardroom. The Adams Room will be the designated area for vendor meals unless otherwise specified.
• Final Checks:
• Check in with the planner/contact before heading out. Remind them to collect all personal items and place them in the appropriate box provided by the client. Pickup time and location is usually the following Monday between 9 AM – 12 PM. This should have been discussed with Gracie before the event. If there's any confusion, please contact Gracie.
• Remind the catering team (again) to take all trash to the gondola and dispose of it in the dumpster in the dock alley. Afterward, return the gondola to the dock.
• Remind caterer to put all tables/chairs/linen – everything in both the Stacks/Library into the hospitality room after the event **IMPORTANT**
• Remind DJ/band to stop music at contracted end time of event (if you’re available to chat with them)
• Pick up your items in the building's office, Suite 1506, and put back keys/radio into charging tray
• Return key card back to lobby front desk
  
  

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements)

Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.