Special Events Coordinator

Job Summary

The Special Events Coordinator plays a key role in supporting the Special Events and Events teams by organizing event details, assisting with logistics, and ensuring seamless communication with clients and internal departments. This position requires creativity, strong organizational skills, and the ability to deliver exceptional event experiences that reflect the prestige of the World Equestrian Center.

Primary Responsibilities

• Partner with the Special Events Manager to develop and execute innovative event strategies.
• Manage all aspects of event planning—from concept to completion—including venue selection, budgeting, logistics, vendor coordination, and promotional efforts.
• Create and maintain detailed event timelines to ensure all milestones and deliverables are met.
• Design unique and engaging event experiences using creative concepts and industry best practices.
• Research and secure sponsorships and partnerships to enhance event offerings.
• Oversee event registration and ticketing processes for a smooth guest experience.
• Coordinate event staff, volunteers, and vendors to ensure flawless execution.
• Monitor event performance metrics (attendance, feedback, ROI) and prepare post-event evaluation reports.
• Direct and participate in event setup and teardown activities.
• Collaborate with internal departments to estimate staffing, equipment, and material needs for events.
• Assist in developing and implementing the annual special events marketing plan.
• Generate Banquet Event Orders (BEOs) and diagrams accurately and on time.
• Perform other duties as assigned.
  
  

This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Physical Requirements

These physical demands represent the physical requirements necessary for an associate to successfully perform the essential functions of this position. Reasonable accommodation can be provided to enable individuals with disabilities to perform the essential functions described in this position.

• Must be able to sit and stand for long periods of time.
• Ability to type for extended periods of time.
• Must be able to walk long distances, including extended periods during events.
• Must be able to lift up to 25 lbs.
  
  

Qualifications, Education, Experience, Skills And Abilities

• Associate or Bachelor’s degree in Hospitality, Event Management, or related field preferred.
• 1–3 years of experience in event planning or hospitality; equestrian event experience is a plus.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office and event management software.
• Flexible schedule, including evenings and weekends.
  
  

Travel

• Local and regional travel require occasional overnight trips.
• Valid driver’s license required, proof of license upon hire
  
  

The World Equestrian Center is managed by Columbus Hospitality Management; a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.

We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.