Event Management Coordinator

Description

Are you a master of logistics with a flair for festivals? We are looking for a full-time Events Management Coordinator to partner directly with the owner to elevate our seasonal and signature events. From scouting the perfect vendors to orchestrating large group outings and  capturing the magic of the Winter Season Festival, you will be the heartbeat of our event operations.

If you thrive in a fast-paced environment, love bringing creative ideas to life, and shine when plans turn into unforgettable experiences, this is your stage.

Requirements

Key Responsibilities

1. Festival & Event Coordination

Creative Programming: Support the Owner in evolving the guest journey for our established festivals to ensure they remain creative and successful, while contributing new research for future events.

• Spring -Tulip Festival, Baby Animal Days & Strawberry Fest
• Fall - Fall Festival- (this is a very busy time for our events staff, we have several events and group outings)
• Winter - Winter Wonderland (assist with events such as PJ’s with Santa, our U build Bear area, log cabin with Mrs. Claus. These events all take set up and take down)

Entertainment & Vendors: Source, book, and manage high-quality entertainment and vendors that align with our brand and guest experience.

On-Site Execution: Create daily event schedules and oversee the on-site set up, operations, and teardown of all entertainment and vendor areas.

Logistics: Manage vendor payments, oversee event-related inventory, and maintain the cleanliness and organization of costumes, mascots and event materials.

2. Group & Corporate Outings

• Sales & Outreach: Serve as the primary point of contact for group and guest inquiries, actively promoting and expanding our group bookings.
• Cross-Departmental Synergy: Work closely with all departments to ensure operational  needs are met and event details are clearly communicated to staff.
• Leadership: Supervise student interns and other staff members assigned to group outings to ensure a seamless, high-quality guest experience.

3. Team Leadership

• Staff Management: Recruit, train, and support a high-performing events team.
• Delegation and Oversight: Assign clear responsibilities and provide hands-on supervision during peak event and festival operations.
• Demonstrate High Customer Service: show ability to deliver exceptional customer service by leading event staff to exceed service standards, resolve concerns efficiently, and create positive customer experiences that build loyalty and trust.

4. Hospitality & Public Relations

• Guest Experience: When our guests arrive, we want them to feel like they are our priority. It is important for our guests to feel like their group is the only one on the farm. We carry out the same thoughtfulness after their outing with a “Thank You” email ensuring they remain a priority guest even after they leave.
• On-site Presence: Always make sure our group guests feel as they are priority, as make their experience a memory.
• Staff Updates: Create weekly staff updates of events during the season to publish in a staff message.

5. The Fall Harvest Party

• End-to-End Planning: Lead all aspects of our annual staff appreciation event, including venue selection, budgeting, and menu planning.
• Programming and Recognition: Design engaging activities and games, build the event itinerary, and coordinate staff recognition moments with leadership.
• Atmosphere: Manage room layouts, décor, and table settings to create a festive and welcoming environment.

What You Bring to the Table

• The "Pro" Mindset: Exceptional organizational skills and the ability to juggle multiple moving parts without dropping the ball.
• Communication: A natural ability to lead a team and communicate clearly with vendors, guests, and internal departments.
• Adaptability: Comfortable working "in the thick of it," whether you're managing a budget or overseeing a festival setup in the field.
• Leadership Presence: Calm, decisive, and solutions-oriented when things get busy.
  
  

Schedule Expectations 

• This is a full-time, year-round position with workload intensity that fluctuates by season.
  
  
• Peak seasons require a high level of availability, including evenings, weekends, and holidays.
  
  
• During Spring, Fall and Holiday seasons, schedules may extend beyond standard business hours to support planning, execution, and teardown.
  
  
• Off-peak months offer a more predictable schedule, with a focus on planning, vendor coordination, and preparation for upcoming seasons.
  
  
• Time off is best planned during non-peak periods and coordinated in advance with leadership.
  
  
• Flexibility is essential; this role is hands-on and highly visible during major events.