Event Coordinator

Job DetailsJob Location: Aspen, CO 81611Salary Range: $70,000.00 - $70,000.00 SalaryTasks During Booked Events:

Huddle with the sales team prior to events to inform the staff of all major details.

Have knowledge of booked events for the day

Know the client’s name and/or company, the timeframes each event is booked for and all add ons for each event.

Send a follow up email to the full team to ensure no one missed the information.

Co-Host the event with the Event Manager.

Help Event Manager set up and break down events in a timely manner.
Assist with setting up charcuterie, caviar, signage, napkins, any additional add ons, etc
Chop necessary food items if needed
Pick up food items/charcuterie/caviar if needed
Clean bar in between events- wipe down bar top, vacuum/sweep
Get specialty cocktails prepped and ready
Manage a coat check.

Hang the event guest’s jackets upon arrival in the winter season.
Instruct guests where to store their personal belongings during the event.

Manage the vibe of the event.

Grab the store iPad and have it in the bar to control the music during the event.

Ensure vibes are high and the music fits the groups desired vibe.

Ensure guests are having a good time on the sales floor.
Frequently check-in with the host to see if they need anything.

Serve cocktails on the sales floor during the event or stay up in bar to host guests if not all people are shopping.

Shopping Portion of the Event:

Ensure the bar is private for event guests only.

Monitor any random guests attempting to enter the event space during the paid event.

Transient or BCH; if there is a BCH- politely tell them to come back when event concludes.

Work with the Event’s assigned lead sales wrangler to get all guests paired up with an available sales wrangler in a timely manner.

Large groups that have shopping credits should be set up with a wrangler as soon as possible, as soon as the event kicks off to ensure they have enough time for everyone to shop before the designated event time comes to an end.

Continuously check the sales floor and bring up available sales wranglers as needed.
Until there is an availabe sales wrangler, instruct remaining guests to wait in event space until sales wranglers come up to get them.
Work with the door hosts.

Ensure the host is keeping the rope is up if needed; events get priority shopping so wranglers should be helping guests in the events before coming to the line.
Ask them to help send available wranglers up to the event.

Ensure all merchandise sales during the event are rung up under the EV referral code.

Post notes on the register computers to remind the sales wranglers to ring all sales earned from event attendees are rung up as ‘EV’.
Ensure all payments are processed properly according to the contract- Not over budget etc.

Event processes:

Event Planning Processes

Know all event pricing and procedures.
Know the guest count that the event space can accommodate.
Answer basic event questions if asked (pricing, available add ons, buyout options, etc.)
Have a basic knowledge of merchandise (hat pricing, boot pricing, starting belt pricing etc)
Have a basic knowledge of how merchandise credits work with events (standard amounts and what that covers & how events team handles master gift card)
Be flexible to help cover events during busy holidays/weekends or when staff is sick
Assist with event emails when necessary or during vacations
Travel to other stores to help with events when necessary.

Completing End of Event Processes

Send receipts to clients as needed.
Recap the successes of each event or areas to improve.
Update the event financial report weekly.
Send monthly a review of all events to the store managers and Vice Presidents stating what events were completed, grand total of ‘EV’ sales plus site fees.

 
Qualifications