Overview

The Event Coordinator supports the successful planning and execution of events throughout the venue by coordinating logistics, event communication, client services, and day-of operations. This position develops, communicates, and oversees all event-related details critical to smooth facility operations, including labor coordination, food & beverage support, billing preparation, guest service representation, and interdepartmental logistics.

This role provides high-level support to the Event Manager and the Food & Beverage Director and plays a key part in delivering exceptional Midwest Hospitality at Its Best.

This role pays an hourly rate of $18.00-$20.00

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays)

This position will remain open until March 6, 2026.

Responsibilities

Event Planning & Communication

• Advance each event in a timely manner with clients, promoters, and internal partners.
• Serve as the primary communication hub for event information across all departments.
• Provide timely, accurate event details to Department Heads to ensure readiness and alignment.
• Prepare and distribute Event Data Sheets, diagrams, timelines, and supporting documentation.
• Create post-event reports and recap documentation for all coordinated events.
• Work directly with clients to fulfill event needs, gather details, and prepare cost estimates.

Event Execution & Client Service

• Serve as Manager on Duty for assigned events, including evenings, weekends, and holidays.
• Act as the on-site point of contact for clients from arrival through event conclusion.
• Oversee banquet and catering execution, including supervising F&B part-time staff, meal service, and guest needs.
• Monitor beverage service—including alcohol service—ensuring compliance with ID checks and safety policies.
• Observe guest needs and respond promptly before, during, and after service.
• Ensure proper execution of all Banquet Event Orders (BEOs).
• Assist with banquet setup including linens, tableware, glassware, and décor.
• Maintain sanitation, health, and safety standards in all work areas.

Administrative, F&B, & Operational Support

• Prepare and submit event expenses and assist with settlement; attend settlement when required.
• Update administrative documents such as diagrams, staffing notes, and side-work assignments.
• Ensure necessary tableware, linens, and equipment are ordered, stocked, and ready for events.
• Identify menu items and preparation details for guests as needed.
• Verify equipment is clean, operable, and positioned correctly before events begin.
• Recognize and respond to signs of guest intoxication, following venue safety protocols.
• Support F&B projects including staff training, inventory, and specialty events.
• Assist concessions with part-time staff supervision.
• Perform other operational duties as assigned by the Event Manager or Food & Beverage Director.

Qualifications

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) required.
• Strong communication skills with the ability to interact professionally with staff, clients, guests, volunteers, and management.
• Ability to supervise event and F&B staff as needed.
• Must be able to work collaboratively in a fast-paced, team-oriented, event-driven environment.
• Valid food handling certification and/or alcohol service permit, as required by state or federal regulations.
• Ability to accurately handle cash, reconcile POS transactions, and perform basic math functions (addition, subtraction, multiplication, division, percentages).
• Ability to speak, read, and write in English.
• Ability to work flexible and demanding schedules, including nights, weekends, holidays, and extended hours.
• Bachelor’s degree preferred. 
• One year of experience in event coordination or similar role within arenas, convention centers, stadiums, or theaters preferred.
• Experience with CAD software, Ticketmaster ticketing systems, and venue management platforms preferred.