Event Venue Coordinator

Posted: 05/11/2023

Description: Primary responsibility is the proactive booking and service of venue rental clients. The Event Venue Coordinator provides outstanding service to venue rental clients and guests through the entire event process, including initial pitches, coordination throughout the event, and successful follow-up. The Event Venue Coordinator will work closely with the Events team to assist as needed in planning and execution of all Mote hosted events, meetings, symposiums, etc.
Venue Rentals

  • Respond to all online and telephone inquiries for venue rentals
  • Manage venue rental promotional platforms (WeddingPro, Mote webpage for Venue Rentals, etc.)
  • Conduct site visits for potential clients
  • Create contracts and invoices for venue rentals
  • Oversee billing and tracking of all payments/service fees
  • Oversee coordination of all aspects of venue rentals
    • Communicate details with internal teams
    • Communicate details with vendors and external partners
  • Assist in marketing, promotion, and public relations related to venue rentals
  • Responsible for the growth and cultivation of hospitality book of business
  • Develop and maintain positive relationships with partners/vendors – caterers, hotels, event planners, etc.
  • Oversee execution of venue rentals, typically taking place after business hours and/or on weekends
    • Oversee vendor load in
    • Communicate with the catering team lead and/or day of event wedding coordinator
    • Complete venue preparation tasks
    • Oversee events volunteers (if applicable)
  • Monitor cleanup after events have taken place making sure all Mote rules have been followed
  • Conduct follow up to request reviews and venue photos
Internal Mote Events
  • Assist the Events team as needed in planning and execution of Mote fundraising events, donor receptions and symposiums in support of the Development department
    • Event examples given: Special Lecture Series, Farm to Fillet, Legacy Brunch, Party on the Pass, Run for the Turtles, SEAsonal Tasting, Oceanic Evening, Guardians of the Sea, Icon Events, Evening on the Bay, etc.
  • Assist the Events team in planning and execution of Mote Aquarium & Member events
    • Event examples given: Sharktoberfest, Special Exhibit Openings, Member Appreciation events, Film Festival etc.
  • Assist the Events team in planning and execution of Mote's legislative session events in Tallahassee (travel required.)
Additional Responsibilities
  • Put safety of guests, employees, interns and volunteers as a top priority
  • Assist in developing annual budgets
  • Exercise discretion and independent judgment with respect to matters of significance
  • Communicate accurately, effectively, and regularly with members of other departments (Communications, Education, Development, Facilities, Finance, etc.)
  • Ensure continued compliance of related plans, policies, procedures, laws and standards
    • Local, state, and federal laws 
    • Music licensing
    • AZA standards
    • Safety drills – fire, lost child, animal escape, etc.
    • Disaster preparedness – hurricane, pandemic, etc.
Working Hours: Regular office hours Tuesday through Saturday with the understanding that flexibility is required to provide coverage for events after hours (some late into the evening) and weekends. Due to the nature of this position weekend, holiday and evening or early morning duty will often be required.
Minimum Requirements: First Aid and CPR certified or willing to attain within 3 months of hire date

Education: Bachelor’s degree preferred
Experience: Customer service, hospitality and sales experience strongly preferred. Computer literate, able to work accurately and efficiently with clients and vendors. Detail oriented with event planning experience. Excellent communication and interpersonal skills, particularly in relationships with clients, volunteers, donors, staff and aquarium visitors. Ability to manage multiple projects independently. Must be able to create layouts, place rental orders, and manage events from start to finish. Ability to self-start is required.
Interested applicants should apply on line by choosing “2023 Venue Rental Coordinator”  at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm June 2, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.

Salary Range: $41,000 - $60,000/year

Employer Type: Private Company

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