What are the responsibilities and job description for the Event Coordinator position at Love Affair?
Associate Planner Outline
Love Affair, a successful wedding and event planning company, is expanding their venue management team. We are looking for an Associate Planner to work alongside the management team at each of our venues. Currently, Love Affair is the exclusive planner at five popular venues in New Hampshire, and this is growing.
A successful candidate will have experience selling and coordinating events and weddings, a plus if they have a venue background.
Specific Job Roles:
Planning:
The Sales team will hand over contracts to the Event Coordinator after the contract is signed. From this point, the Planner will work with each client on creating the following:
- Timeline
- Food & Beverage Menu
- BEO creation
- Floor plan
- Finalizing Guest Count
- Sending final invoices
- Vendor Confirmation
- Attending and contributing to BEO meetings prior to upcoming events and weddings
Event Execution:
At each event the Coordinator is responsible for the following:
- Ensure tables are set up as per floor plan
- Place Linens on correct tables
- Napkins folded & placed on tables
- Work with servers to ensure all tabletop items placed
- Place cards, guest book & card box in correct location as per floor plan & BEO
- Any additional décor items set up as per floor plan and BEO
- Vendor check-in and guidance.
- Meet with chefs, servers and bartenders upon arrival
During Event:
- Planner may be responsible for making sure Groom, Groomsmen, Parents, Bridesmaids, Flower girls, Ring Bearer or bride are lined up and ready to walk in ceremony (dependent on venue).
- Run drinks/ food for wedding party
- Check in with all vendors to ensure all is going smoothly
- Line up wedding party for introductions
- Follow timeline, and lead catering team and additional vendors through the day, ensuring timeline is followed
- Move gifts/ cards to designated area during reception (once dinner finished)
- Keep venue tidy
Break Down
- Remove all linens, and place back into linen bags- count linens to ensure nothing is missed.
- Break down all décor items, and bring to designated pick up area
- Know whether guests may take centerpieces and vases, or if couple wish to use for the following day (brunch), or if vases belong to florist.
- Ensure all rentals are placed together for company to collect
- All garbage collected and placed in correct area
- The venue is left cleaner then when Love Affair arrived.
Job Type: Part-time
Schedule:
- 12 hour shift
- Holidays
- Weekend availability
Supplemental pay types:
- Commission pay
- Tips
Education:
- High school or equivalent (Preferred)
Experience:
- Event Planning: 1 year (Required)
Work Location: Multiple Locations
Salary : $38,800 - $49,100