Garden Events Coordinator (Weddings & Meetings)

Seattle Botanic Gardens; Seattle (WA); On-site; USD 42,000 - 56,000; Full time

Job summary

Seattle Botanic Gardens is seeking a Rental Coordinator to organize and deliver facility rental events at the Center for Urban Horticulture. You will manage over 200 events annually, from weddings to corporate meetings, guiding them from inquiry through execution while ensuring safety and high-quality, client-focused experiences.

The role primarily runs Saturday–Wednesday, 9 am–5 pm, with occasional evenings to support event execution.

Qualifications

• HS Diploma or equivalent with relevant work experience.
• 2+ years of venue rental booking, event planning or program coordination experience in museums, botanic gardens, cultural institutions, or nonprofit settings.
• Demonstrated experience executing contracts with clients and/or vendors.
• Experience determining and designing event layout diagrams.
• Experience with invoicing and billing.
• Experience calendaring across multiple venues or locations.

Responsibilities

• Coordinate all logistical details of facility rental events from inquiry to post-event wrap up.
• Provide site visits and tours to prospective clients.
• Determine clients' event needs and execute venue rental agreements.
• Deliver event layout diagrams in collaboration with clients.
• Coordinate with clients and vendors regarding access, deliveries, equipment, policies, and catering/alcohol service.
• Gather permits, licenses, and insurance for events at SBG venues.
• Deliver invoices and track payments for rental events.
• Ensure accurate event information is recorded in SBG's event software.
• Provide event orders and plans to onsite staff for execution.
• Support setup, strike, and post-event cleanup; may work evenings.

Skills

Project management

Time management

Written & verbal comms

Organization

Customer service

Microsoft Office

CRM & POS

Team collaboration

Education

HS Diploma or equivalent

Tools

Ticketing systems

CRM systems

POS systems

Job description

Seattle Botanic Gardens is seeking a Rental Coordinator to organize and deliver facility rental events at the Center for Urban Horticulture. You will manage over 200 events annually, from weddings to corporate meetings, guiding them from inquiry through execution while ensuring safety and high-quality, client-focused experiences.

The role primarily runs Saturday–Wednesday, 9 am–5 pm, with occasional evenings to support event execution.