Event Coordinator

The Private Event Coordinator owns the private-event sales pipeline and client experience from initial inquiry and proactive outreach through event execution and post-event follow-up. This is both a revenue-generating sales role and a hands-on event execution role. Success requires someone who is equally comfortable pursuing new business, converting incoming leads, building client relationships, and coordinating exceptional events. The Private Event Coordinator is responsible for both converting inbound event inquiries and proactively generating new private-event business. 1. Business Development & Sales Proactively identify, prospect, and develop relationships with corporations, community organizations, schools, nonprofits, residential communities, professional organizations, and other potential private-event clients. Conduct consistent outbound outreach to generate new private-event opportunities. Build and maintain a pipeline of prospective private-event clients through outreach, referrals, networking, and relationship development. Develop relationships with corporate and organizational decision-makers who may have recurring event needs. Re-engage previous event clients and identify opportunities for repeat business. Follow up on prior inquiries and prospective clients who have not yet booked. Identify opportunities for referrals, recurring events, and expanded client relationships. 2. Inquiry & Sales Management Receive and manage all incoming private-event inquiries. Respond to new inquiries promptly and within established response-time standards. Understand each prospective client’s objectives, group size, budget, timing, and event requirements. Recommend appropriate event formats, court configurations, food and beverage options, and other offerings based on client needs. Maintain an organized and accurate pipeline of prospective events. Consistently follow up with prospective clients throughout the decision-making process. Coordinate proposals, contracts, deposits, and required event information. Move qualified opportunities from initial inquiry through confirmed booking. Maintain accurate client and event information throughout the sales and planning process. 3. Event Planning Manage private events ranging from small group court reservations to large events and full-facility buyouts. Create and maintain confirmed events within PodPlay and other applicable systems. Maintain accurate reservation, court, guest, timing, and event information. Develop a clear event plan for each private event. Identify required staffing, equipment, court setup, food and beverage needs, signage, waivers, wristbands, paddles, balls, and other event materials. Establish clear responsibilities and expectations for each department involved in the event. Anticipate potential operational issues and address them before the event. 4. Cross-Functional Coordination The Private Event Coordinator is responsible for ensuring that all participating departments receive complete and accurate event information sufficiently in advance to prepare appropriately. Managing Director Coordinate and communicate: Staffing requirements Food and beverage requirements Event timing and schedule Operational considerations Facility and setup requirements Special client requests or accommodations Front Desk Coordinate and communicate: Guest lists Check-in procedures Waiver requirements Wristbands and name tags Paddle and ball distribution Court assignments Special guest instructions Final event information should be distributed sufficiently in advance to allow each department to prepare and execute its responsibilities effectively. 5. Day-of Event Responsibilities Confirming event readiness before guest arrival. Ensuring courts, event areas, equipment, signage, and other required materials are prepared. Coordinating participating departments throughout the event. Managing the client relationship and serving as the primary client contact. Troubleshooting event-specific issues as they arise. Ensuring the agreed-upon event experience is delivered. Communicating material changes or issues immediately to the Managing Director and Front Desk. Identifying opportunities to enhance the guest experience while the event is underway. 6. Post-Event Follow-Up & Relationship Development Follow up with event clients after completion to gather feedback and maintain the relationship. Identify opportunities for future events and repeat bookings. Proactively pursue recurring business from corporate, organizational, and community clients. Maintain appropriate follow-up dates for clients with future event potential. Identify opportunities for referrals and introductions to additional prospective clients. Maintain accurate notes regarding client preferences, prior events, and future opportunities. Ensure promising client relationships remain active rather than ending after a single event. What Success Looks Like A successful Private Event Coordinator consistently generates new event opportunities, converts incoming inquiries into bookings, develops repeat client relationships, and delivers well-organized events that guests and clients want to book again. The ideal candidate combines a sales mentality, strong follow-through, hospitality mindset, attention to detail, and hands-on operational execution. They do not simply coordinate events that come in. They actively help grow the private-event business. #J-18808-Ljbffr Serve & Sip Pickleball Club