Event Coordinator

Plan It. Execute It. Own It. | Events Coordinator | 
Visit Fort Collins (VFC) is Fort Collins' destination marketing organization, dedicated to driving economic vitality through tourism. We are a team of passionate, strategic professionals who champion the visitor economy — connecting partners, inspiring travelers, and advocating for the growth of our destination. Our culture is built on dependability, adaptability, and curiosity, and we hold ourselves to a high standard of communication, collaboration, and results. At VFC, growth isn't optional — it's our mindset. We're multipliers who think big, ask bold questions, and work together to ensure Fort Collins thrives.

About This Role:  The Events Coordinator is responsible for hosting and coordinating events for Visit Fort Collins. This role involves planning, organizing, and executing event details to ensure guests have an exceptional experience. Cross-trained with the Welcome Center Manager, this position also supports the day-to-day operations of the Fort Collins Welcome Center and its overall mission. 


Supervisory Expectations:
This position holds immediate oversight of Concierge & Event Specialist staff during events and Welcome Center operations, while frequently performing the same or directly related work alongside the team.

Compensation: $20-$25/hr
Work Hours:  This position requires a flexible, highly variable schedule—including days, nights, weekends, and holidays—often exceeding 40 hours per week. Hours of Operation The Welcome Center is open 8:00 AM to 5:00 PM Monday – Saturday and 11:00 AM – 4:00 PM Sundays. It is open on some holidays.

Work Schedule This is not a typical Monday through Friday job. It requires a flexible and highly variable schedule that includes days, nights, weekends, and holidays including early mornings, late events and frequent weekend events. This position is hourly and often requires more than 40 hours per week. Evenings/Weekends/OT As required to satisfy the needs of the position.
Essential Duties & Responsibilities:
Event Planning, Logistics and Execution:

• Plan, coordinate, and execute all aspects of events in collaboration with the Welcome Center Manager, vendors, and suppliers.
• Adheres to the Welcome Center event guidelines and responds in a timely and professional manner to community requests.
• Provides run of show and event details to the Welcome Center staff and records and documents the process in a shared folder for the Visit Fort Collins staff.
• Documents all events on the Welcome Center shared calendar in a timely manner.
• Oversee all event logistics, including equipment setup, audio‑visual needs, room layouts, signage, supplies, and catering.
• Develop and maintain a comprehensive working knowledge of all Welcome Center audio-visual systems, equipment, and technology platforms, including presentation, digital signage, video conferencing, and event support systems.
• Manage event setup and tear‑down, ensuring smooth transitions and adherence to timelines.
• Direct event flow by supporting speakers and presenters, managing timing, and ensuring all program elements run as planned.
• Ensure compliance with safety standards, accessibility requirements, and organizational policies throughout the event.
• Troubleshoot issues in real time while delivering exceptional, hospitality‑driven service.
• Acts as the main point of contact for event attendees, addressing their needs, and ensuring their satisfaction.
• Leads and directs Concierge and Event staff during events to ensure seamless operations.
• Conducts post-event evaluations, gathering feedback, and prepare event reports for the Welcome Center Manager and VP of Marketing.
• Must be able to fully execute gift card transactions for the Downtown Development Authority which positively impacts sales of downtown retailers and restaurants.

Administrative Management:

• Supports the Welcome Center Manager in daily operations, is fully cross-trained, and contributes to advancing the overall Welcome Center mission.
• Monitors administrative budgets, including operational purchasing, accounting procedures, and adherence to financial policies.
• Safely and confidently operate the company van when transporting Visit Fort Collins guests and community partners.
• Assist with other duties as assigned.

Essential Education and Experience:

• Bachelor’s degree in Hospitality, Meeting, Event Planning or related field preferred (or equivalent experience).
• 1-3 years of experience in the hospitality or event industry is preferred.
• Specialized Customer service training is preferred.

Specialized Skills for Success:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Creative and effective problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to respond to problems and to assist clients with a calm, courteous, and helpful manner, and attitude.
• Thorough understanding of legal regulations and permits required for events.
• Proficient with Microsoft Office Suite or related software.

Physical Demands & Work Environment:

• Work is performed across an office environment, visitor center, and small event venue; employees should expect a fast-paced, adaptable environment with frequent distractions including foot traffic, vendor interactions, phone calls, and interruptions
• Must be able to occasionally stand, walk, reach, stoop, kneel, and crouch as part of event coordination responsibilities
• Must be able to occasionally lift and/or move up to 50 pounds safely and soundly
• Must be able to drive to client meeting locations and safely operate a company van
• Employees are required to wear the Fort Collins Welcome Center uniform (supplied by Visit Fort Collins)

Core Competencies:

• Communication — Speaks and writes clearly and professionally; actively listens, seeks clarification, and communicates effectively with clients, customers, and vendors
• Leadership — Confident, motivating, and influential; inspires others to perform well, accepts feedback graciously, and recognizes the contributions of the team
• Teamwork — Collaborative team player who puts group success first, welcomes feedback, and contributes to a positive and motivated team environment
• Planning & Organization — Prioritizes effectively, manages time well, and develops realistic action plans to keep events and daily operations on track
• Detail-Oriented — Consistently checks work for accuracy, manages multiple tasks simultaneously, and prepares thorough reports, emails, and data as required
• Problem-Solving — Identifies and resolves issues promptly, develops alternative solutions, and stays composed and solution-focused even under pressure

Why You’ll Love Working at Visit Fort Collins:  At Visit Fort Collins, we believe our people are our most valuable asset—and we back that up with a benefits package designed to support your wellbeing, security, and work-life balance from day one. Here’s what makes working with us exceptional:

• 100% employer-paid medical & dental premiums for full-time employees
• Vision, virtual care, and wellness incentives included
• Employer-paid life, AD&D, and disability insurance
• Optional Aflac supplemental plans (e.g., accident, hospital)
• Access to 24/7 Care24 support (financial, emotional, legal)
• Discounts on LASIK, hearing aids, and eyewear

Accepting applications on a rolling basis

**Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.