Venue Coordinator (Seasonal) (65083)

Venue Coordinator (Seasonal)

St. Michaels, MD 21663

Overview

Salary Range $24.00 - $27.00 Hourly Position Type Part Time Education Level High School Travel Percentage None Category Hospitality - Hotel

Description

The Chesapeake Bay Maritime Museum explores and preserves the history, environment, and culture of the entire Chesapeake Bay region, and makes this resource accessible to all. As an educational institution, staff fulfill CBMM's mission, goals, and vision, working individually and collaboratively to encourage the public's access to our collections, programs, and resources.

The Chesapeake Bay Maritime Museum (CBMM) is seeking a Venue Coordinator to oversee the on-site logistics of weddings, private rentals, and internal museum events. This role serves as the primary point of contact during events, ensuring smooth execution from setup through breakdown while upholding CBMM's venue policies and high standards of service.

In addition to supporting external rentals such as weddings and private events, this role also provides operational support for internal museum events including exhibit openings, member nights, cocktail receptions, donor events, and other programs as needed.

Primary Responsibilities:

1. Venue Coordination & Logistics:

• Serve as the primary on-site coordinator during weddings, private events, and internal museum events
• Ensure all logistics run smoothly from vendor arrival through final breakdown
• Act as primary site contact for event vendors (planners, caterers, rentals, tents, entertainers, AV, security, custodial, etc.)
• Work closely with the Events Manager to develop event orders, including client information, vendor lists, load-in/out details, timelines, setup specifications, work requests, and special notes
• Support internal event planning teams with timelines, logistics, setup/breakdown, AV coordination, rentals, and vendor management
• Monitor the timeline and assist in coordinating transitions between event phases (e.g., ceremony to reception).
• Respond proactively to on-site issues and resolve them efficiently and professionally
• Oversee and assist with setup and breakdown as needed, including moving equipment, tables, chairs, benches, staging, and décor elements
• Enforce venue and museum policies and procedures, ensuring client and vendor compliance with noise, décor, and catering guidelines
• Maintain cleanliness and organization of event spaces throughout events
• Oversee breakdown and cleanup efforts, ensuring vendors adhere to agreed-upon timelines and that venues are returned to original condition
• Secure the venue at the end of each event, ensuring all buildings are locked and equipment is properly stored

• Vendor & Client Coordination:

• Oversee vendor load-in/out and setup, ensuring compliance with venue policies and timelines.
• Provide day-of guidance to vendors and clients regarding venue logistics and restrictions.
• Maintain professional and solution-oriented communication with clients and partners

• Administrative & Office Duties:

• Proactively communicate with planners, caterers, rental companies, entertainment, AV providers, and other vendors to finalize logistics
• Serve as the primary point of contact for wedding and event vendors during the week-of the event, confirming arrival times, load-in schedules, site access instructions, parking plans, and venue policies
• Ensure all vendors have accurate diagrams, setup instructions, power access information, and museum guidelines in advance of arrival
• Coordinate internally with relevant departments to confirm work requests, space preparation, and operational readiness
• Assist with final event paperwork, timeline updates, and distribution of event orders to all relevant staff and vendors
• Document post-event reports including incidents, vendor performance, and operational feedback
• Maintain accurate records of setup requests for CBMM's Building & Grounds team, event layouts, and operational checklists
• Support planning and coordination meetings as needed

This is a part-time, seasonal hourly position requiring weekend and evening availability, with occasional weekday office hours for administrative tasks. Hours will range from 20–30 hours per week depending on event volume and seasonality. Primary coordination required April through November, with peak months in May, June, September, and October.

Qualifications

Core Requirements:

• 3-5 years of experience in customer service, hospitality, or event coordination preferred.
• Knowledge of basic event catering functions and industry best practices.
• The ability, even under pressure, to interact with guests, vendors, and staff in a proactive, positive, and enthusiastic manner.
• Ability to manage multiple event details and stay on top of logistics.
• Strives to create a seamless and enjoyable experience for all guests.
• Proficiency in Microsoft Office, event software, and email communication.
• Self-motivated with the ability to work both independently and collaboratively.

Physical & Work Environment Requirements:

• Physically demanding role requiring standing, lifting, moving tables and chairs, and working outdoors
• Comfortable working in varied weather conditions, including heat/cold, humidity, and rain.