Event Services Coordinator

The Event Services Coordinator is responsible for coordinating administrative and on-site services for Visit Hutch events across Reno County, including the Kansas State Fairgrounds, local conference center, and other venues. This role is key in delivering professional and memorable event experiences by managing logistics, hotel coordination, and vendor/volunteer support. The coordinator also assists with marketing outreach, community engagement, and maintaining strong partnerships that enhance tourism and promote the community.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary service contact for Visit Hutch, managing pre-event planning and on-site coordination once event contracts are secured.
• Coordinate hotel room blocks and communicate with local hotels regarding pre-event information and post-event room night reports.
• Assist with media coordination, volunteer scheduling, and on-site registration support based on the needs of each event.
• Act as the initial point of contact for recurring events, offering Visit Hutch services and resources appropriate to each event’s requirements.
• Build and maintain strong working knowledge of all Reno County venues, attractions, and facilities available to event organizers; conduct regular meetings with venue partners.
• Maintain accurate and up-to-date records for all events in the CRM database, including post-event servicing reports.
• Support updates to the VisitHutch.com website and community event calendar as needed.
• Assist the Director of National Sales & Sports Events with creating digital welcome messaging and coordinating Visit Hutch’s social media content related to events.
• Participate in and assist with Hutchinson/Reno County Chamber of Commerce monthly events.
• Provide office support including answering phones and assisting at the front desk when necessary.
• Perform additional on-site event tasks and administrative duties as assigned by the Vice President of Operations & Tourism.
• Occasional overnight travel may be required.

QUALIFICATIONS

• Proficient with Microsoft Office Suite; basic knowledge of Adobe Suite is a plus.
• Strong verbal and written communication, organizational, and problem-solving skills.
• Customer service-oriented with the ability to build effective relationships with clients and venues.
• Must be a team player and work collaboratively with internal and external partners.

EDUCATION and/or EXPERIENCE

Bachelor’s degree from an accredited institution preferred. Prior experience in event coordination, hospitality, or related field strongly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Kansas driver’s license required. Must be able to travel as needed.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person