Venue Coordinator

Marion Co Public Library•Indianapolis, IN

18h•Onsite

About The Position

The Venue Coordinator is responsible for building relationships and marketing/selling the library facility to clients and vendors. This role involves creating event proposals, managing reservations and rental agreements, and ensuring client satisfaction through meticulous planning and communication. The coordinator will also be involved in creating marketing materials and managing event logistics, including setup/teardown schedules and diagrams. This position requires the ability to work independently, manage stress, and maintain a calm demeanor in a fast-paced environment.

Requirements

Bachelor’s degree with a Certificate in Event Planning and Management, or Bachelor’s degree in related field, or equivalent work experience.
3 to 5 years of related work experience.
Ability to multi-task in a fast-paced environment and proactively handle high stress situations and any emerging problems at events while maintaining a calm demeanor.
Ability to manage and organize events independently.
Able to work day, evening, and weekend hours as required.

Responsibilities

Builds relationships and markets/sells the library facility to clients and vendors at networking functions, industry shows, phone call inquiries, email inquiries, and site tours to increase usage and revenue while maintaining ongoing relations with past clients.
Creates event proposals and present proposals to prospective clients.
Creates event reservations, finalize rental agreements, and accept payments.
Creates event timelines, details, and internal needs that reflect the requested needs of the client; reviews all timelines for accuracy.
Meets all deadlines for events and produces satisfying results for clients.
Participates in or conducts event review meetings to keep Building and Events staff up to date on upcoming meetings and events.
Creates/sends clients post-event surveys to gain feedback on events; provides client feedback report to Events Manager.
Conducts site tours, planning meetings, and final details meetings with clients to determine needs and organize logistics for a successful event.
Creates and maintains trusting and close relationships with wedding clients to ensure a positive, low-stress experience.
Creates marketing for magazine ads, magazine features, online ads, bridal rate cards, bridal packets, etc.
Creates weekly setup/teardown schedule and diagrams for all internal and external events.
Willing to work an irregular schedule including frequent nights, weekends and holidays based on events scheduled.
Able to cope with daily job-related stress.