Special Events Coordinator

Carter Hospitality Group•Temecula, CA

2d•Onsite

About The Position

Nestled in the heart of Temecula Wine Country, South Coast Winery Resort & Spa is a premier destination for wine country hospitality, events, celebrations, and unforgettable guest experiences. We are seeking a Special Events Coordinator to join our team and help bring exceptional events to life. The Special Events Coordinator plans, coordinates, promotes, and executes special events at South Coast Winery Resort & Spa. This position works closely with Marketing, Sales, Catering, resort departments, vendors, clients, and community partners to ensure each event is organized, memorable, and delivered with a high level of service. The ideal candidate is highly organized, detail-oriented, proactive, and passionate about hospitality and creating exceptional guest experiences.

Requirements

Highly organized
Detail-oriented
Proactive
Passionate about hospitality and creating exceptional guest experiences

Responsibilities

Plan and coordinate event timelines, deadlines, logistics, staffing, and event requirements.
Collaborate with internal departments to develop event programs, schedules, speakers, vendors, and participant needs.
Serve as an on-site event representative, directing staff and outside vendors and resolving issues as they arise.
Coordinate event setup, registration, attendee tracking, presentations, materials, equipment, and post-event evaluations.
Work closely with Sales, Catering, Marketing, and resort leadership to ensure seamless event execution.
Coordinate catering, meeting space, audiovisual equipment, and other operational requirements.
Develop event budgets and cost estimates, track spending, and monitor adherence to established budgets.
Conduct property tours and interact with prospective clients and event customers.
Support the development and implementation of event planning procedures and processes.
Coordinate talent, including musicians, bands, DJs, speakers, vendors, and other event participants.
Assist with event invitations, RSVP lists, registration materials, presentations, and promotional collateral.
Create and coordinate event e-blasts and social media promotional drivers in partnership with Marketing.
Provide event information and updates for website promotion and ensure event information remains current.
Help promote South Coast Winery Resort & Spa and Carter Estate Winery & Resort within the local community.
Coordinate follow-up communications with clients, speakers, vendors, sponsors, and volunteers.
Maintain the resort's event calendar and coordinate special meetings.
Stay informed on hospitality and event-industry trends and incorporate relevant information into event planning.
Represent the resort at outside functions as needed.
Perform other duties as assigned by the Marketing Manager.