Special Events Coordinator

chicago history society•Chicago, IL

16h•$24 - $27•Onsite

About The Position

The Special Events Coordinator supports the Special Events Department in its mission to advance the Chicago History Museum as a unique American Institution and venue. The coordinator assists in supporting the department through the production of events in the Museum facilities for social, corporate, and non-profit events and performs event-planning duties as required for the Special Events Department and other departments’ internal and external events. The Special Events Coordinator will primarily support the teams' event production. The Special Events Coordinator will also focus on the departments event coordination and production while actively participating in event execution and supporting internal and event planning as needed, all with the overall goal of building the organization’s public image and visibility. The Special Events Coordinator will grow into assisting with generating earned revenue through inside and outside rental sales by responding to leads, conducting site visits and other client communication as needed.

Requirements

2-3 years prior experience in the hospitality and/or event industry in event sales, planning and execution required
Demonstrable knowledge of computer technology including Microsoft Office required
Excellent attention to detail and strong organizational skills
Proven ability to work on multiple projects simultaneously
Must be comfortable meeting new people and cultivating relationships with potential clients
Must be able to handle high-pressure situations, resolve problems, and be able to make decisions quickly while seeking assistance as appropriate to the situation
Must have strong interpersonal and customer service skills and the ability to communicate effectively and professionally both verbally and in written form
Commitment to the mission, values, and programs of the Chicago History Museum

Nice To Haves

experience working with Event Management Software (EMS or similar system) preferred

Responsibilities

Serve as the on-site representative for events; respond to clients’ event needs promptly
Work directly with security, maintenance, vendors, and catering staff throughout events to ensure its success from loading in to load out of vendors and exiting guests/clients.
Accurately process booking sheets, invoices, and contracts and track client payments
Produce Event Memos and Event Closeout reports for building communication
Coordinate logistics for events to include client and vendor walk-throughs and timely communication and coordination with staff in other departments
Ensure a positive experience to generate repeat clients and referrals
Produce and process invoices / payments
Support the follow up with all corporate, non-profit and primarily social leads when requested and as rotation dictates
Assist clients with all needs, responding to all phone and email requests within 24 hours
Produce facility rental and beverage contracts
Place equipment orders, linen orders, and other event orders relevant to event production
Book events in Museum calendar/database; additional database management as necessary
Maintain accurate records and up-to-date event files
Manage daily office operations including equipment invoices, supply orders, insurance binders, parking vouchers, and other such duties.
Maintain up-to-date certificates of insurance for all catering and vendors
Track event equipment on site, and ensure items are in working order, and inventory of tables and chairs onsite are correct.
Follow procedures to repair or replace items as needed.
Maintain SE financial spreadsheets for rental, equipment, and beverage sales
Track leads, lost business, sales outreach, and marketing efforts, and assist in the analysis of collected data. Also track catering partners brought business for end of year reporting.
Maintain a thorough understanding of building guidelines and policies and procedures for CHM events
When requested, conduct site visit process, including client contact (both initiated and responsive), museum tours with clients, beverage sales, provide museum information, follow up with clients, support the contract of space and follow through until completion of event
As coordinator develops, they will be asked to assist and produce with sale of Museum facilities to corporate, non-profit, and social clients
Role will assist with most social event clients from inquiry to production and support other lines of business within the Special Events Department.
Quarterly outside sales visits to event planners and destination management companies as needed and as part of a team effort and role growth
Assist other Museum departments with public and private events as requested by department head
Make recommendations for vendors including (but not limited to) floral, entertainment, and audio-visual services
Assist internal clients with their decision making and event memos if needed.
Create beverage orders for internal events and track internal beverage sales as requested/needed
Assist with creative thinking in marketing and to promote the Museum as an event space, including but not limited to social media platforms
Build relationships with strategic partners such as DMCs, CVBs, planners(Social and Corporate), vendors, and professional association members
Assist with developing strategic plans to grow new business and increase repeat business from previous clients
Assist with assessing target markets for promotional and marketing focuses
Assist with coordination for CHM hosted events to promote museum and exhibits for industry specific clients and partners
Takes lead on scheduled vendor photo shoots
Assist in the creation of an annual marketing plan and advertising schedule for the department
Conduct venue research of CHM’s comp set to ensure we remain competitive, and produce reports
Create a team spirit and enhance communication within the Special Events Department allowing staff members to work collaboratively and in a supportive manner across departmental and functional area boundaries
Lift, carry, or otherwise move boxes or objects weighing up to 25 pounds.
Contribute to and promote a positive culture at CHM by demonstrating the following values in interactions with colleagues, external partners, and all audiences and through the products developed and services delivered
Direct and field event and tour inquiries to appropriate staff
On occasion support Adult Group Tour Program with welcoming groups and inputting data into ticketing system
Assist the North and Clark Café as needed
Assist Adult Group Tour Program as needed
Other duties as assigned