Event Coordinator

The Event Coordinator will be responsible for planning, organizing, and executing exceptional events at the winery, ensuring a seamless experience for guests and supporting the winery’s brand and mission. This role requires a creative, detail-oriented individual with strong organizational skills and a passion for delivering memorable experiences. The ideal candidate will have a background in event management, hospitality, and a strong ability to collaborate with various teams to execute successful events.

Responsibilities:

• Plan, coordinate, and execute a variety of events, including wine tastings, private parties, corporate events, weddings, and special winery events such as harvest celebrations and holiday gatherings.
• Work with clients to understand their event needs, budget, and preferences, offering personalized recommendations and creating tailored event plans.
• Collaborate with the marketing team to promote events through email newsletters, social media, and other channels.
• Coordinate all event logistics, including catering, decor, entertainment, transportation, audio-visual needs, and staffing requirements.
• Liaise with vendors, suppliers, and third-party partners to ensure event needs are met, negotiating contracts and managing budgets.
• Oversee event setup and breakdown, ensuring that all aspects of the event are executed according to plan.
• Manage the guest list, RSVP tracking, and ensure an excellent guest experience from arrival to departure.
• Ensure compliance with all state and local regulations, including alcohol service laws, health and safety guidelines, and insurance requirements.
• Work closely with the tasting room and wine club teams to create integrated event experiences, including wine pairings, exclusive tastings, and personalized tours.
• Provide on-site coordination during events, overseeing staff and ensuring the event runs smoothly.
• Track and report on event performance, including guest feedback, attendance, and financial results, to continually improve future events.
• Handle event-related customer service issues promptly and professionally, ensuring guest satisfaction at all times.
• Develop and manage event budgets, ensuring cost efficiency while maintaining high-quality experiences.
• Maintain a detailed calendar of upcoming events, managing timelines, vendor contracts, and communication with clients and stakeholders.
• Assist with post-event follow-up, including thank-you notes, surveys, and any other communications needed to ensure strong relationships with event guests.
• Perform other duties as needed to ensure the success of winery events and operations.

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field (or equivalent experience).
• 2+ years of experience in event planning, coordination, or management, preferably in the hospitality or winery industry.
• Strong organizational skills, with the ability to manage multiple events and tasks simultaneously while maintaining attention to detail.
• Excellent communication and interpersonal skills, with the ability to build relationships with clients, vendors, and internal teams.
• Creative problem-solving skills and the ability to think on your feet in a dynamic, fast-paced environment.
• Experience working with vendors, suppliers, and contractors, including negotiating contracts and managing budgets.
• Knowledge of event management software, CRM systems, and other tools to track event logistics.
• Ability to work independently and collaboratively within a team.
• Availability to work weekends, holidays, and evenings as needed for events.
• Strong knowledge of wine and the ability to incorporate winery products into events is a plus.
• Ability to lift and carry up to 50 lbs. and assist with event setup and breakdown.
• A passion for creating unique, high-quality experiences that reflect the winery’s values and brand.