Department: Arts & Culture

Job Title: Venue Coordinator

Reports to: Arts & Culture Manager

Status: Part-time Must be able to work nights, weekends, and holidays based on event schedules.

Starting pay is $23.45 - $28.14 per hour dependent on experience and qualifications. An individual pool pass to the Salida Aquatics Center is included with this position.

GENERAL DESCRIPTION:

The Venue Coordinator is responsible for planning, overseeing, and executing a variety of meetings, events, weddings, and festivals. This role ensures that all logistical aspects of events run smoothly, including facility setup, equipment needs, and compliance with safety regulations. The Venue Coordinator serves as a liaison between clients, vendors, and internal staff to provide a seamless event experience

This position requires strong organizational and leadership skills, the ability to anticipate and resolve issues, and the flexibility to work evenings, nights, and weekends as needed.

REPORTING STRUCTURE:

Reports to the Arts & Culture Manager. Provides guidance and oversight to event staff, volunteers, and independent contractors as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Event Planning & Coordination:

Serve as the primary point of contact for clients, providing guidance on event setup, policies, and procedures.
Coordinate event logistics, including space layouts, equipment, staffing, and vendor services.
Ensure compliance with safety, fire, and health codes for all event setups.
Oversee front-of-house operations for theater events, ensuring a smooth patron experience.
Proactively identify and resolve client concerns or issues during events.

Facility & Equipment Management:

Supervise event setup and breakdown, ensuring all requirements are met.
Coordinate with setup crews, security personnel, caterers, and decorators.
Operate and oversee lighting and sound systems if technical staff is unavailable.
Open and secure facilities before and after events.
Identify and report facility maintenance or equipment repair needs.

Administrative & Financial Duties:

Input and update event information using a computerized event management system.
Capture event details, including attendance, type, and duration.
Assist with event settlements by tabulating charges and working with the Administrative Coordinator to finalize invoices.
Develop and maintain relationships with vendors and service providers.
Assist with daily office operations and front desk coverage for the SteamPlant, ensuring professional, friendly, and efficient service.
Provide administrative and logistical support for events, including coordination of setup needs, vendor communication, and guest assistance.
Serve as the first point of contact for SteamPlant patrons, providing excellent customer service while responding to inquiries from the public and prospective clients regarding facility availability, pricing, and policies in person and over the phone.
Manage ticket sales, refunds, and customer inquiries via box office and online platforms such as Humanitix and Square.

Crowd Management & Safety:

Develop plans to manage traffic flow and crowd control.
Ensure the safety of patrons, staff, and event attendees.
Coordinate security and emergency procedures as needed.

QUALIFICATIONS & REQUIREMENTS:

Ability to lift and move up to 50 pounds.
Proficiency with computers, event management software, and office equipment.
Strong problem-solving skills and the ability to make quick decisions under pressure.
Excellent communication and interpersonal skills.
Experience in event coordination, hospitality, or a related field is preferred.

EDUCATION AND EXPERIENCE:

3 to 5 years of work experience with at least three in a meeting and event production-related field, or any combination of education and experience that provides the required knowledge, skills, and abilities.
Food service experience and knowledge of safe liquor service preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

Must be able to work with the public, handle multiple projects simultaneously, and work under deadlines
Will be expected to be able to manage large crowds
Schedule, and coordinate food vendors
Technically minded/knowledge of event production
Capable of following instructions; must work well with other team members
Must be comfortable using a personal computer and printer, programs including MS Word & Excel, Adobe Acrobat, WordPress, TripleSeat scheduling software and be able to navigate the web, and operate other office equipment

ENVIRONMENTAL AND PHYSICAL CONDITIONS:

The majority of this position’s duties are performed at the SteamPlant Event Center, Rotary Scout Hut and Riverside Park where events will generally take place. Events may also take place in other parks and at the Touber Building.

Physically labor intensive at times. Must be physically able to operate a variety of equipment and have visual and physical ability to set-up tables and chairs. Ability to lift 50 pounds.

City of Salida

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Venue Coordinator