Event Coordinator (1 Year Contract)

Ravine Vineyard Estate Winery; St. Davids; On-site; CAD 42,000 - 66,000; Full time

Job summary

Ravine Vineyard Estate Winery is seeking an Event Coordinator to support planning, coordination, and seamless execution of events both onsite and offsite. You will collaborate with the Venue & Catering Manager, Event Sales, and winery teams to interpret client plans and ensure all details are executed to Ravine standards.

You will serve as the primary onsite contact for clients and vendors, manage event timelines, coordinate setup and breakdown, and assist with menus, signage, and materials.

Qualifications

• Coordinate the planning and execution of multiple events (weddings, corporate functions, social events).
• Collaborate with Event Sales to interpret client plans and ensure requirements are executed.
• Onsite point of contact for clients, vendors, and event teams; manage communications.
• Coordinate setup, staffing, vendor arrivals, timelines, and breakdowns.
• Ensure compliance with Ravine standards, liquor regulations, and health & safety requirements.

Responsibilities

• Develop and maintain positive client relationships throughout the event planning process.
• Assist with client correspondence, site visits, and post-event feedback.
• Work with Marketing to prepare menus, signage, and event materials.
• Assist with inventory, purchasing, and cost control for events.
• Support continuous improvement through post-event evaluations and team feedback.

Job description

Overview

Reporting to the Venue & Catering Manager and working closely with the Event Sales, Front of House, Back of House, and winery teams, the Event Coordinator is responsible for supporting the planning, coordination, and seamless execution of events at Ravine Vineyard Estate Winery, both onsite and offsite.

Key Responsibilities

Event Planning & Execution

• Coordinate the planning and execution of multiple events, including weddings, corporate functions, social events.
• Work closely with the Event Sales Team to receive, review, and interpret event plans, ensuring all client requirements and event details are accurately communicated and executed.
• Coordinate event setup, service, staffing, vendor arrivals, event timelines, and breakdown
• Conduct pre-event checks to ensure event spaces, setups, décor, menus, signage, and other details meet Ravine standards prior to client arrival.
• Serve as a primary onsite point of contact for clients, vendors, and event teams, ensuring clear communication and a seamless guest experience.
• Respond to guest, client, and vendor concerns during events with professionalism, sound judgment, and effective solutions.
• Maintain event timelines and priorities, ensuring key milestones and deliverables are completed on schedule.
• Conduct weekly walkthroughs of all event spaces using the Event-Ready Checklist and communicate maintenance, operational, or presentation concerns to the Venue & Catering Manager.
• Ensure all events are executed in accordance with Ravine standards, policies, liquor regulations, and applicable health and safety requirements.
• Contribute to the development, maintenance, and optimization of Perfect Venue.
• Ensure event information within Perfect Venue is accurate, current, and communicated appropriately to the operations team.
• Document event details, outcomes, incidents, and client feedback to support post-event evaluations and continuous improvement.
  Assist with tradeshow, event, and travel arrangements for the Event Management team.
• Work with Marketing to coordinate the printing and preparation of menus, event packages, signage, and other event materials.

Client & Vendor Relations

• Develop and maintain positive client relationships throughout the event planning and execution process.
• Coordinate client meetings, site visits, and other appointments on behalf of the Event Sales Manager and Venue & Catering Manager.
• Assist with client correspondence and follow-up as required.
• Own the post-event client check-in process, gathering feedback and communicating relevant feedback and opportunities for improvement to the team.
• Respond to event-related telephone and email inquiries from clients, vendors, and partners, directing inquiries to the appropriate team member when required.
• Maintain strong working relationships with event suppliers, vendors, and service partners.

Team Leadership & Training

• Provide direction and coaching to Event FOH teams during event setup, service, and breakdown.
• Communicate event expectations, timelines, service standards, and client requirements clearly to staff.
• Support the Event team in maintaining a positive, professional, and collaborative working environment.

Inventory, Purchasing & Cost Control

• Order and coordinate inventory required for events, including wine, alcohol, décor, supplies, and equipment.
• Maintain oversight of event inventory and conduct monthly inventory counts.
• Investigate inventory variances and provide information to Accounting as required.
• Maintains a organized space and puts away all orders
• Monitor event-related expenses and support cost control measures.
• Work with suppliers to maintain appropriate inventory levels and ensure timely delivery of event requirements.
• Identify opportunities to minimize waste and improve operational efficiencies.

Event Operations & Continuous Improvement

• Contribute ideas and feedback to improve event processes, service standards, systems, and team communication.
• Participate in post-event evaluations and help implement improvements based on client and team feedback.
• Positively contribute to the achievement of departmental and organizational objectives.
• Support the Venue & Catering Manager and Event Sales Team as required.
• Perform other duties as assigned.