Event Coordinator & Hospitality

Spy Coast Farm; Lexington (KY); On-site; USD 42,000 - 60,000; Full time

Job summary

Spy Coast Farm’s Equine Education Center seeks an experienced Event Coordinator & Hospitality to plan, coordinate, and execute on-farm events, including meetings, educational programs, private events, and veterinary conferences.

You will manage inquiries, tours, quotes, contracts, and on-site operations, supporting farm tourism initiatives to promote the EEC as a premier event space and visitor destination.

Qualifications

• 3-5 years of experience in event planning or a related field.
• Bachelor’s degree in hospitality, tourism, or business preferred.
• Valid driver’s license.
• Strong horsemanship and equine background preferred.
• Knowledge of equine biosecurity practices.
• Comfortable working in a veterinary environment, including exposure to cadavers.

Responsibilities

• Plan, coordinate, and execute on-farm events including meetings, programs, private events, and conferences.
• Monitor inquiries, provide information on facilities, pricing, and availability.
• Conduct facility tours and site visits for prospective clients.
• Prepare quotes, contracts, and invoices; maintain accurate event records.
• Coordinate event details with clients, vendors, caterers, and staff; manage on-site setup and execution.
• Serve as on-site point of contact; assist vendors and clients during events.
• Schedule post-event cleanup and facility resets; refresh for multi-day events.

Skills

Event logistics

Attention to detail

Problem-solving

Communication

Public speaking

Multitasking

Teamwork

Education

Bachelor's degree in hospitality, tourism, or business

Job description

Event Coordinator & HospitalitySpy Coast Farm’s Equine Education Center offers a unique on-farm event space for meetings, educational programs, private events, and veterinary conferences. The Event Coordinator & Hospitality role supports the planning, coordination, and execution of these events. This position also supports farm tourism initiatives to help promote the EEC as a premier event space and visitor destination.Primary ResponsibilitiesMonitor the events email inbox and respond to inquiries in a timely and professional manner.Serve as the primary point of contact for prospective and confirmed event clients.Provide information regarding EEC facilities, amenities, rental options, availability, policies, and pricing.Conduct facility tours and site visits for prospective event clients.Maintain and update the Event Calendar with inquiries, holds, confirmed events, and relevant event details.Prepare event quotes, contracts, and invoices for review and approval.Coordinate event details with clients, vendors, caterers, and internal staff.Maintain accurate event records, contracts, client information, and supporting documentation.Communicate event requirements and schedules to appropriate staff prior to each event.Coordinate facility setup based on event needs, including tables, chairs, linens, signage, and other equipment.Serve as the on-site point of contact for assigned events.Assist vendors, presenters, caterers, and clients with on-site needs.Pick up food, supplies, or event materials when necessary.Remain on-site throughout the event or make appropriate arrangements with SCF team.Schedule post-event cleanup and facility resetPrepare and refresh the facility for multi-day events when necessary.Conduct feedback surveys with clients.Event Sales & Business DevelopmentActively promote the EEC as a venue for meetings, educational programs, corporate events, private events, industry functions, and other appropriate uses.Identify and pursue opportunities to grow the EEC's event client base.Build and maintain relationships with existing and prospective clients.Maintain records of prospective clients, inquiries, bookings, and follow-up opportunities.Conduct outreach to businesses, organizations, associations, and other potential event partners.Identify opportunities to increase facility utilization during traditionally slower periods.Track event inquiries, bookings, attendance, facility utilization, and revenue.Assist in evaluating event pricing, packages, and offerings based on client demand and facility capabilities.Represent the EEC professionally at monthly networking and industry opportunities.Farm Tourism & Visit Horse CountryManage the farm's tourism program and serve as the primary point of contact for Visit Horse Country.Maintain tour availability, inventory, schedules, and booking information.Coordinate tour schedules with farm operations to ensure tours do not interfere with daily activities.Communicate with Visit Horse Country regarding scheduling, program updates, special opportunities, and other tourism initiatives.Respond to guest questions and provide relevant information prior to scheduled tours.Coordinate and conduct farm tours as needed.Ensure tour experiences are professional, organized, informative, and consistent with the farm's standards.Track tourism performance, including guest counts, ticket sales, revenue, and utilization.Identify opportunities to increase tour participation and revenue.Develop relationships with tourism partners and identify opportunities to expand awareness of the farm as a visitor destination.Participate in Visit Horse Country meetings, training, and initiatives as appropriate.Assist with developing new tour experiences, packages, or special tourism opportunities.QualificationsMinimum 3-5 years of experience in event planning or a related fieldBachelor’s degree in hospitality, tourism, or business equivalent preferredValid driver’s licenseStrong horsemanship skills and equine background preferredKnowledgeable in equine biosecurity practicesComfortable working in veterinary environment, including exposure to cadaversSkills & CompetenciesEvent logistics and organizationStrong attention to detailProblem-solving and adaptabilityProfessional written and verbal communicationCustomer service and relationship buildingPublic speaking and group managementAbility to manage multiple prioritiesAbility to work independently and collaboratively with diverse teamsProfessionalism and sound judgmentSchedule and HoursFlexible schedule, average 40 hours per week.Additional hours and flexibility may be required for events, tours, and facility needs.Availability to work evenings, weekends, and peak tourism or event periods is required, including but not limited to the Kentucky Three-Day Event, Kentucky Derby season, and Pony Finals.