Venue Experiences Coordinator

Pacific Science Center•Seattle, WA

1d•Onsite

About The Position

The Venue Experiences Coordinator is responsible for overseeing all aspects of event sales, planning, and onsite execution, ensuring seamless operations and exceptional guest experiences. This role plays a key part in producing engaging public and private events that support Pacific Science Center’s mission and business objectives. The Coordinator must be highly organized, detail-oriented, and an effective communicator, capable of managing multiple projects while collaborating with clients, vendors, and internal teams. This role also supports revenue growth through venue rental sales efforts, vendor and program coordination, and proactive marketing support.

Requirements

Knowledge of vendor management and event contracting (including facility rentals and buyouts)
Strong understanding of event planning and operational requirements
Effective project management and organizational skills
Proven ability to manage multiple events and priorities simultaneously
Strong problem-solving skills and ability to remain calm under pressure
Excellent written and verbal communication skills across diverse audiences
Experience using Microsoft Office and event management systems (e.g., Tripleseat or similar)
Ability to work collaboratively across departments and with external partners
Demonstrated ability to deliver high-quality outcomes and guest experiences

Responsibilities

Lead events from inquiry through execution, including selling, contracting, planning, and onsite coordination for both private rentals and public programs
Oversee event setup, execution, and breakdown, ensuring high-quality delivery and adherence to timelines
Coordinate event logistics including floorplans, vendor needs, staffing, and guest flow
Evaluate event success through surveys, observations, and post-event reporting
Provide a positive, informed, and engaging experience for all guests onsite
Respond to inquiries via phone, email, and in person with accurate and timely information
Confidently handle escalated guest concerns and resolve issues professionally
Monitor guest flow, entry points, and event activity areas to ensure smooth operations
Process transactions, including cash handling, as needed
Step into operational roles as needed to support successful event execution
Ensure staff follow policies and procedures, including food service and alcohol protocols
Collaborate cross-departmentally (Guest Services, Facilities, Exhibits, Custodial, etc.) to maintain event readiness and safety
Maintain inventory of event supplies and submit reorder requests as needed
Manage and maintain all Venue Experiences calendars (Tripleseat, internal spreadsheets, shared calendars, etc.) to ensure accuracy across teams
Ensure the safety and security of staff, guests, and exhibits during events
Enforce institutional policies and procedures, including ID checks and facility use guidelines
Perform opening and closing procedures to secure the building
Research, book, and manage vendors for events, with a focus on educational programming for 21+ experiences and public programs
Own vendor coordination from start to finish, including outreach, site visits, logistics planning, contracting, and day-of communication
Serve as the primary point of contact for vendors during events and ensure all needs are met
Gather vendor information for marketing and ensure timely and accurate communication with internal teams
Coordinate vendor payments post-event
Identify and pursue new venue rental leads through online platforms, community groups, and in-person outreach
Research and organize potential marketing channels (e.g., parent groups, online forums, local publications, event platforms)
Manage and maintain external venue listing platforms (e.g., Eventective), including updating profiles, responding to leads, and tracking inquiries
Support targeted outreach efforts such as engaging with online communities (e.g., Reddit, Facebook groups) to promote birthday parties and rentals
Assist in creating and updating marketing materials (e.g., one-sheets, rental guides)
Support marketing timelines by reviewing copy, ensuring accuracy, and coordinating signage and event information
Assist the Venue Experiences Manager in developing and curating new event programming
Support research, outreach, and coordination of partners and vendors for 21+ events, birthday programs, and public offerings
Contribute to the creation of innovative, mission-aligned experiences that drive attendance and revenue
Manage contracts using established systems and forms, ensuring accuracy and timely completion
Track event details, communications, and documentation across platforms
Support event alerts and internal communications to ensure teams are informed and aligned
Perform additional duties as assigned to support Venue Experiences operations and organizational goals