Venue & Events Coordinator

Huntsville Botanical Garden; Huntsville (AL); On-site; USD 25,000 - 39,000; Full time

Job summary

The Venue Coordinator at Huntsville Botanical Garden collaborates with internal teams and external vendors to deliver memorable events while upholding the Garden’s mission. You’ll plan, prepare, and organize events after rental agreements, including private gatherings, weddings, corporate functions, and more.

You will supervise Venue Hosts during events, coordinate logistics, and communicate clearly with clients and vendors to ensure flawless execution and guest satisfaction.

Qualifications

• Bachelor’s degree in hospitality, event management, business management, or a related field; or four years of relevant experience in customer service, event coordination, hospitality, or a related field; or an equivalent combination of education and experience.

Responsibilities

• Contact contracted clients and develop timeline for their event and discuss event details including creating a floor plan.
• Coordinate and plan logistics with external vendors, internal partners and clients for venue rentals.
• Assists the Lead Venue Coordinator and Manager with training Venue Hosts on Garden policies, venue specifics and essential functions of the role and provides supervision during events.
• Communicate with vendors to include invitations, meetings, invoices, and dissemination of pertinent event details.
• Coordinates the execution for day-of event operation with internal partners including the set-up, running and break down of event, acting as lead point of contact. Provides event supervision to assigned Venue Hosts.
• Troubleshoot situations and challenges for clients, and ability to manage multiple events continuously.
• Work collaboratively with Lead Venue Coordinator, and Manager to provide detailed event notes, timelines, floorplans and assists with venue decorations, signage, and upkeep of spaces and supplies.
• Document event successes/challenges and identify steps for future events.
• Conduct client surveys to determine guest satisfaction and recommend process improvements and perform other duties as assigned.

Skills

Event coordination

Vendor liaison

Team communication

Multi-tasking

Guest experience

Professional demeanor

Process improvement

Attention to detail

Event logistics

Education

Bachelor’s degree in hospitality or related field

4 years of relevant experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

The Venue Coordinator at Huntsville Botanical Garden collaborates with internal teams and external vendors to deliver memorable events while upholding the Garden’s mission. You’ll plan, prepare, and organize events after rental agreements, including private gatherings, weddings, corporate functions, and more.

You will supervise Venue Hosts during events, coordinate logistics, and communicate clearly with clients and vendors to ensure flawless execution and guest satisfaction.