Special Events and Venue Coordinator
1 day ago
Louisville
Job Description Job Summary: The Special Events & Venue Coordinator supports the planning, coordination, and execution of Harbor House fundraising events while also assisting with venue-related operations for internal and external facility use. This role is responsible for event logistics, vendor and volunteer coordination, venue hosting support, equipment and inventory management, outreach, follow-up communication, and on-site event operations. Serving as a liaison between guests, vendors, volunteers, internal departments, and Harbor House leadership to ensure events and venue rentals are organized, professionally executed, and aligned with organizational standards. Key Responsibilities: Special Events Planning, Logistics & Execution: • Support planning and execution of fundraising and community events from pre-event preparation through post-event closeout., • Coordinate event timelines, schedules, and task lists to ensure deadlines and deliverables are met., • Support venue logistics including setup, audiovisual needs, catering, signage, décor, and materials., • Assist with event setup, guest flow, hospitality, and breakdown activities., • Independently staff and manage pop-up fundraising or outreach stands, including setup, engagement, and breakdown., • Provide on-site operational support and troubleshoot issues during live events., • Support post-event follow-up to ensure documentation, surveys, summaries, and outstanding tasks are completed. Venue Operations, Hosting & Hospitality: • Support venue inquiries, tours, bookings, and on-site coordination in collaboration with the Venue Manager and Director of Special Events., • Assist with venue preparation and hosting support before, during, and after internal and external events., • Serve as a liaison between guests and Harbor House to address hospitality needs and escalate concerns as appropriate., • Ensure professional follow-up communication with venue clients, including post-event surveys and feedback collection., • Assist with follow-up outreach for missed venue opportunities and future booking potential., • Coordinate volunteers and event staff to ensure appropriate coverage for fundraising events and venue operations., • Support volunteer scheduling, role assignments, and day-of guidance., • Serve as a point of contact for volunteers and staff during events, escalating issues as needed., • Maintain accurate inventory of event equipment, supplies, décor, auction items, and donated goods., • Track storage location, condition, usage, and return of all event and venue materials., • Coordinate pickup, delivery, and return schedules for auction items and donated goods., • Ensure equipment and décor are cleaned, organized, and staged for future use., • Coordinate with housekeeping and facilities staff to ensure venue spaces, including restrooms, are prepared prior to events and restored post-event., • Support community outreach efforts by identifying locations and partners for event promotion., • Assist with preparation and distribution of event materials and promotional items., • Maintain guest lists, RSVPs, attendance tracking, and outreach calendars., • Assist with ensuring final venue payments are received prior to scheduled events., • Support invoicing, documentation, scheduling coordination, and recordkeeping related to events and venue use., • Maintain organized event and venue files to support planning, reporting, and future bookings., • Communicate timelines, updates, and issues to the Director of Special Events and Venue Manager as appropriate., • Support internal notifications to departments including Transportation, Security, Facilities, and Programs regarding scheduled bookings. Qualifications & Skills: • Prior experience coordinating events, hospitality, fundraising, or venue operations required., • Experience supporting fundraising or community events preferred., • Strong organizational skills with attention to detail., • Ability to manage multiple priorities in a fast-paced, event-driven environment., • Strong interpersonal and communication skills with a professional, service-oriented approach., • Ability to serve as a liaison between guests, internal teams, vendors, and leadership., • Experience using project management and design platforms such as Monday.com, Canva, OneCause (or similar systems), and Microsoft Office Suite., • Reliable transportation required; valid driver’s license and access to a personal vehicle., • Prolonged periods of standing, walking, and sitting during events and administrative work., • Ability to lift and transport event materials and equipment up to 25 lbs., • Ability to work evenings, weekends, and holidays as required for events. Company DescriptionSince 1992 Harbor House of Louisville has provided day services to adults with intellectual disabilities, giving them opportunities to build social, emotional, and cognitive skills through participation in employment, performing arts, health and wellness, and visual arts. Now Harbor House is expanding to bring these same outstanding day services to children and seniors of all abilities—meaning with and without disabilities—on an intergenerational model where all three groups will engage daily in meaningful opportunities aimed at improving their lives. What does that mean? It means that children, adults, and seniors of all abilities will read, sing, dance, paint, draw, and even exercise together. We moved into our new 36,000-square-foot Intergenerational Life Center in October 2023, and are now weaving children and seniors into our family, beginning with before- and after-school programs and seniors in 2024, and 105 children of all abilities, ages 6 weeks to 5 years, when our previous 8,000-square-foot building is renovated into a Child Enrichment Center by spring 2025. Harbor House. Weaving a tapestry of love, hope, and empowerment.Since 1992 Harbor House of Louisville has provided day services to adults with intellectual disabilities, giving them opportunities to build social, emotional, and cognitive skills through participation in employment, performing arts, health and wellness, and visual arts. \r\n\r\nNow Harbor House is expanding to bring these same outstanding day services to children and seniors of all abilities—meaning with and without disabilities—on an intergenerational model where all three groups will engage daily in meaningful opportunities aimed at improving their lives. What does that mean? It means that children, adults, and seniors of all abilities will read, sing, dance, paint, draw, and even exercise together. \r\n\r\nWe moved into our new 36,000-square-foot Intergenerational Life Center in October 2023, and are now weaving children and seniors into our family, beginning with before- and after-school programs and seniors in 2024, and 105 children of all abilities, ages 6 weeks to 5 years, when our previous 8,000-square-foot building is renovated into a Child Enrichment Center by spring 2025.\r\n\r\nHarbor House. Weaving a tapestry of love, hope, and empowerment.