Event Coordinator

Wilson’s Orchard; Iowa City (IA); On-site; USD 42,000 - 55,000; Full time

Job summary

Wilson’s Orchard & Farm in Iowa City seeks an Events Coordinator to manage the upper-level venue, answer initial inquiries, and coordinate all bookings for our event spaces. Reporting to the Events Manager, you will schedule tours, collect contracts and insurance, coordinate menus with the Banquet Chef, liaise with vendors, and oversee day-of operations for every event.

Join a family-owned farm that values growth, collaboration, and exceptional guest experiences in a dynamic, community-focused

Responsibilities

• Manage the Event Inbox and respond to inquiries in a timely manner.
• Coordinate venue tours for upper and lower levels.
• Collect signed contracts and event insurance from clients.
• Plan menus and service details with the Banquet Chef for events.
• Organize online ticketing and update the shop calendar.
• Track ticket sales and inform the marketing team.
• Maintain bar inventory and complete monthly inventories.
• Ensure deposits, headcounts, and event details are received on time.
• Liaise with outside vendors and oversee day-of event operations.

Job description

Company Overview
Wilson’s Orchard & Farm is a family-owned, direct-to-consumer farm, food, and hospiotality business. We cultivate over 16 crops and 200 varieties on our diverse polyculture farm, renowned for our fresh produce, homemade baked goods, and handcrafted ciders. Our company fosters a progressive work environment that encourages growth and opportunity for all team members.

This position will report directly to the Events Manager and focus primarily on the coordination of events in the upper level venue and handling all initial inquiries and bookings for both event venues.

Responsibilities

• Manage the “Event Inbox” and respond to all event inquiries in a timely manner.
• Manage initial labeling of all event email inquiries
• Respond to all initial inquiries
• Request assistance from Events Manager as needed to ensure all inquiries are responded to promptly.
• Schedule and conduct tours of the venue (both upper and lower level).
• Manage day to day contact with clients (collect signed contracts, collect event insurance, answer questions, set up meetings/consultations, finalize table layout and timeline) for events booked in the upper level.
• Manage day of operations for events including set up, staffing, helping clients, tear down, and opening/closing for all events booked/hosted in the upper level.
• Ensure deposits, payments, final headcounts, event insurance, and all other information is received on time from clients booked in the upper level.
• Work with the Banquet Chef to finalize menus and service plans for events in the upper level.
• Act as the main point of contact for outside vendors for all events in the upper level.
• Maintain general knowledge of local vendors for music, florals, desserts, and equipment rentals.
• Oversee all phases of events in the upper level to ensure it runs smoothly.
• Work with Events Manager to plan hosted/ticketed events each month, including:
• Planning the event calendar for the year based on feedback from past events
• Working with Banquet Chef to create and collect menu details for all ticketed events
• Managing online ticketing for hosted events, including uploading events and details to the website shop and calendar
• Tracking ticket sales weekly to update availability and inform marketing team
• Overseeing all communication with customers for ticketed events
• Creating a unique ambiance for each event with decor and other details
• Assist in managing the bar inventory and collecting information to place weekly orders.
• Organize and maintain liquor rooms (under stairs and keg cooler) on a weekly basis; put away weekly liquor orders.
• Complete monthly bar inventory.
• Assist in managing the inventory of dry goods.
• Maintain event furniture (chairs, tables) and other event equipment as needed.
• Understand all Wilson’s policies and enforce them when necessary.
• Maintain a productive and enjoyable work environment for all staff.

*Please note that compensation for this role includes variable pay.

Our Future

Wilson's Orchard & Farm owner, Paul Rasch shares our vision for the future of our farm and food systems in Iowa

We value growth, collaboration, responsibility, open-mindedness, agility, creativity, and high-functioning teams.

Farmers, chefs, bakers, cider makers, and more! We are dedicated to creating a supportive and team-oriented workplace.

Ciderhouse Restaurant
Mon - Tue (Closed)
Wed - Fri (11am - 9pm)
Sat - Sun (9am - 9pm)