Bar and Events Coordinator

Vail Events Coordinator

POSITION DESCRIPTION • EVENTS TEAM

JOB OVERVIEW

As Vail Events Coordinator, you run all aspects of Vail events from inception to completion. You will respond to every email inquiry with a sense of urgency and stay proactive in finding new contacts and collaborations that bring in bookings.

You will remain organized and customer-experience focused throughout, and follow all bar policies and procedures.

REPORTS TO

• Bar & Events Director
• Store General Manager
• Vp of Bar & Events

CORE EXPECTATIONS

• Lead by example and set each day up for success.
• If you find a problem, you find the solution.
• Stay organized and over-communicate.
• MEFI - Make Everyone Feel Important.
• Respond with a sense of urgency - an unanswered inquiry is a lost booking.

RESPONSIBILITIES

Responsibilities include, but are not limited to, the following.

Event Inquiries

• Field the events (EV) inbox.
• Respond to all inquiries with a sense of urgency.
• Correspond with clients to select event options - dates and times, food and beverage, shopping experiences, pricing, and similar details.

Event Scheduling

• Be sure not to overbook the event space.
• Work with the scheduling manager on all firm events.
• Confirm proper staffing, and communicate product requests to ops.
• Make sure every department knows the guest count, the date and time, and the nature of the event - a hat event, an all-men or all-women group, or a corporate party where we can use logos and get creative with product.
• Approve all store buy-outs with managers prior to booking.
• Be aware of holidays, in-town events, and large sales days that can affect pricing.
• Assist in scheduling bar staff when needed.
• Organize music and catering for big events such as Locals' Weekend and holiday weekends.

Hosting Vail Events

• Huddle with the sales team before events to inform staff of all major details.
• Ensure all merchandise sales during an event are rung under EV.
• Ensure all payments are processed properly according to the contract, and that the event does not go over budget.
• Make sure personalized signs, décor, and any requested food options are executed.
• Work with the bar team on requested specialty cocktails and the liquor needed ahead of events.

Post-Event Process

• Send receipts to clients as needed.
• Recap the successes of each event and the areas to improve.
• Send a monthly review of all events to store managers and the VPs, showing which events were completed, EV sales, and site fee sales.

Local Event Calendar

• Stay in the know with the local community - what is happening that can boost in-store traffic?
• Apply to be part of Chamber events when appropriate, such as chili cook-offs, holiday strolls, and the Fourth of July parade.
• Be proactive with hotel concierges, wedding planners, and party planners.

Floor & Door Support

• Assist with bartending as needed, and help with cocktailing on the sales floor when the store is busy.
• Oversee the front door staff - hiring, training, and scheduling.