Special Events Coordinator

JOB DESCRIPTION 

JOB TITLE: Special Events Coordinator

DEPARTMENT: Special Events

FLSA STATUS: Non-Exempt

JOB SUMMARY:

The Special Events Coordinator supports the Special Events Department in its mission to advance the Chicago History Museum as a unique American Institution and venue. The coordinator assists in supporting the department through the production of events in the Museum facilities for social, corporate, and non-profit events and performs event-planning duties as required for the Special Events Department and other departments’ internal and external events.

JOB PURPOSE:

The Special Events Coordinator will primarily support the teams' event production. The Special Events Coordinator will also focus on the departments event coordination and production while actively participating in event execution and supporting internal and event planning as needed, all with the overall goal of building the organization’s public image and visibility. The Special Events Coordinator will grow into assisting with generating earned revenue through inside and outside rental sales by responding to leads, conducting site visits and other client communication as needed.

ESSENTIAL FUNCTIONS:

Event Execution

• Maintaining a flexible schedule as department event calendar will dictate assigned events and office schedule; due to the nature of the position, evenings, weekends, and holidays will be required.
• Serve as the on-site representative for events; respond to clients’ event needs promptly
• Work directly with security, maintenance, vendors, and catering staff throughout events to ensure its success from loading in to load out of vendors and exiting guests/clients.
• Accurately process booking sheets, invoices, and contracts and track client payments
• Produce Event Memos and Event Closeout reports for building communication
• Coordinate logistics for events to include client and vendor walk-throughs and timely communication and coordination with staff in other departments
• Ensure a positive experience to generate repeat clients and referrals
• Produce and process invoices / payments

Event Coordination

• Support the follow up with all corporate, non-profit and primarily social leads when requested and as rotation dictates 
• Assist clients with all needs, responding to all phone and email requests within 24 hours
• Produce facility rental and beverage contracts
• Place equipment orders, linen orders, and other event orders relevant to event production
• Book events in Museum calendar/database; additional database management as necessary
• Maintain accurate records and up-to-date event files
• Manage daily office operations including equipment invoices, supply orders, insurance binders, parking vouchers, and other such duties.
• Maintain up-to-date certificates of insurance for all catering and vendors
• Track event equipment on site, and ensure items are in working order, and inventory of tables and chairs onsite are correct.
• Follow procedures to repair or replace items as needed.
• Maintain SE financial spreadsheets for rental, equipment, and beverage sales
• Track leads, lost business, sales outreach, and marketing efforts, andassistin the analysis of collected data. Also track catering partners brought business for end of year reporting.
• Maintain a thorough understanding of building guidelines and policies and procedures for CHM events When requested, conduct site visit process, including client contact (both initiated and responsive), museum tours with clients, beverage sales, provide museum information, follow up with clients, support the contract of space and follow through until completion of event
• As coordinator develops, they will be asked to assist and produce with sale of Museum facilities to corporate, non-profit, and social clients
• Role will assist with most social event clients from inquiry to production and support other lines of business within the Special Events Department.
• Quarterly outside sales visits to event planners and destination management companies as needed and as part of a team effortand role growth

Internal Event Support

• Assist other Museum departments with public and private events as requested by department head
• Make recommendations for vendors including (but not limited to) floral, entertainment, and audio-visual services
• Assist internal clients with their decision making and event memos if needed.
• Create beverage orders for internal events and track internal beverage sales as requested/needed

Corporate/Social/Non-Profit Event Marketing /Sales Strategy and Relationship Management

• Assist with creative thinking in marketing and to promote the Museum as an event space, including but not limited to social media platforms 
• Build relationships with strategic partners such as DMCs, CVBs, planners(Social and Corporate), vendors, and professional association members
• Assist with developing strategic plans to grow new business and increase repeat business from previous clients
• Assist with assessing target markets for promotional and marketing focuses
• Assist with coordination for CHM hosted events to promote museum and exhibits for industry specific clients and partners
• Takes lead on scheduled vendor photo shoots 
• Assist in the creation of an annual marketing plan and advertising schedule for the department
• Conduct venue research of CHM’s comp set to ensure we remain competitive, and produce reports

General

• Flexible and adaptable work schedule a must
• Create a team spirit and enhance communication within the Special Events Department allowing staff members to work collaboratively and in a supportive manner across departmental and functional area boundaries
• Lift, carry, or otherwise move boxes or objects weighing up to 25 pounds.
• Contribute to and promote a positive culture at CHM by demonstrating the following values in interactions with colleagues, external partners, and all audiences and through the products developed and services delivered

Discovery: brings a sense of wonder and curiosity to their work, seeking new ideas and opportunities or approaches to advance the work of the museum. Makes connections to their colleagues and their work; with CHM audiences and history; and with the collections and current scholarship.

Creativity: never satisfied with the status quo, always ready to take chances, try new things, and be original through initiating exploration of alternative possibilities, idea generation, and problem solving. Imagine new and innovative processes, services, products, and experiences.

Empathy: strives to get along with everyone, to invest in collaborative work, and to see things from other people’s perspectives through anticipating the needs of colleagues and CHM audiences. Recognizes that it is no longer enough to treat people the way that you want to be treated but must try to treat others as they want to be treated.

Authenticity: is genuine and true in all relationships; delivery of products and services; and the interpretation of history.

Integrity: is honest, ethical, and fair in work ethics, business practices, internal and external relationships, and scholarship. A good ambassador for CHM at all times.

Service: contributes to a culture that extends quality customer service to CHM’s audiences to ensure they feel welcome, safe, and comfortable, and to colleagues through being courteous, responsive, and supportive of the work of others.

Collaboration: fosters a positive spirit when working with others and on teams through being inclusive; freely sharing ideas, information, and abilities; seeking and respecting the contributions and viewpoints of others and thoroughly integrating this input in their work.

Purpose: The Chicago History Museum’s purpose is to help people make meaningful and personal connections to history.

OTHER DUTIES:

• Direct and field event and tour inquiries to appropriate staff
• On occasion support Adult Group Tour Program with welcoming groupsand inputting data into ticketing system 
• Assist the North and Clark Café as needed
• Assist Adult Group Tour Program as needed
• Other duties as assigned

REPORTS TO: Director of Special Events

WORKING RELATIONSHIPS:

The Special Events Coordinator works internally with other Special Events staff, Security staff, Maintenance staff, Housekeeping, Visitor Services staff and members of the Institutional Advancement, and Communications Department. The coordinator also works with external constituents, including caterers, event vendors, event planners, corporate and convention clients, non-profit clients, and social clients.

QUALIFICATIONS:

• 2-3 years prior experience in the hospitality and/or event industry in event sales, planning and execution required
• Demonstrable knowledge of computer technology including Microsoft Office required; experience working with Event Management Software (EMS or similar system) preferred
• Excellent attention to detail and strong organizational skills
• Proven ability to work on multiple projects simultaneously
• Must be comfortable meeting new people and cultivating relationships with potential clients
• Must be able to handle high-pressure situations, resolve problems, and be able to make decisions quickly while seeking assistance as appropriate to the situation
• Must have strong interpersonal and customer service skills and the ability to communicate effectively and professionally both verbally and in written form
• Commitment to the mission, values, and programs of the Chicago History Museum

To Apply: Please submit the following as a single document: cover letter and resume. Online submissions with incomplete information may not be considered. E/O/E D/V/M/F. No Phone Calls please.

This job description is not intended to be an express or implied contract between CHM and any employee. CHM employees are employees at will. CHM reserves the right to change or assign other duties to this position as necessary to meet changing business needs. CHM is an equal opportunity employer.