Event Coordinator

Event Coordinator

The Brattleboro Food Co-op is looking for an EVENT COORDINATOR. At the Brattleboro Food Co-op, working with us means being part of a purpose-driven, community-focused organization dedicated to building a just and resilient local economy. Guided by core cooperative principles—including democratic control, equity, and ongoing personal and professional growth—we foster an inclusive, welcoming environment that prioritizes people and the planet. Here, you will join a team committed to social responsibility, sustainable and regenerative environmental practices, and expanding access to ecologically sound, responsibly sourced food, all while working in a culture grounded in honesty, openness, and mutual care.

The Event Coordinator supports the Food Services team by managing client relationships, coordinating events and location-based services, supporting sales growth, and ensuring strong communication and follow-through from initial inquiry through event completion.

To be successful in this position you must be:

• Highly organized and detail-oriented – able to keep track of many moving pieces without losing sight of the client experience.
• Responsive and dependable – takes ownership of inquiries and follows through from beginning to end.
• Warm and relationship-focused – enjoys working with people and building long-term client relationships.
• Sales-minded – comfortable pursuing new business, following up on leads, and identifying opportunities to grow sales.
• Proactive and resourceful – anticipates needs and works to solve problems before they become larger issues.
• Collaborative – works well with chefs, managers, staff, clients, and other Co-op departments.
• Flexible – comfortable working in a fast-paced environment where priorities may shift and occasional evening or weekend event support may be needed.
• Self-directed – able to manage their workload and priorities with appropriate independence while keeping Food Services leadership informed.

Client & Event Coordination

• Serve as the primary point of contact for catering and event inquiries, responding promptly to calls, emails, and requests.
• Meet with clients, conduct tours and walkthroughs, and assist with menu selections, pricing, quantities, dietary needs, service options, and event details.
• Prepare proposals, quotes, agreements, invoices, and other event documentation.
• Schedule events and maintain an accurate event calendar.
• Ensure deposits and final payments are collected and ensure client records are complete and up to date.
• Follow up consistently on inquiries and proposals to convert prospective clients into confirmed events.
• Follow up after events to gather feedback, maintain relationships, and encourage repeat business.

Sales & Business Development

• Identify opportunities to upsell menu items, services, and other offerings while meeting client needs.
• Pursue new catering and event clients through established channels, community relationships, outreach, and newly identified opportunities.
• Build relationships with local businesses, organizations, venues, and community partners.
• Track inquiries, bookings, repeat clients, and other information that helps evaluate and grow Food Services business.

Work with Food Services leadership and Marketing to identify opportunities to promote and expand catering and event services.

Requirements

Food Services & Event Support

• Coordinate event details with Food Services leadership, including menus, guest counts, production needs, timelines, dietary requirements, and special requests.
• Assist with coordinating staffing needs and schedules for events.
• Ensure event information and client expectations are clearly communicated to all appropriate team members.
• Assist with event setup, service, and breakdown when needed.
• Support the coordination of the Co-op's holiday meal program and other seasonal Food Services initiatives.

Marlboro Music Festival & Marlboro Campus

• Serve as the primary Food Services liaison for the Marlboro Music Festival and other contracted or Marlboro Campus location-based clients.
• Maintain regular communication with client contacts and coordinate schedules, menus, meal counts, dietary needs, special events, and other logistical details.
• Coordinate client meetings, site visits, and walkthroughs as needed.
• Ensure client commitments and requests are communicated internally and followed through to completion.
• Maintain client calendars, agreements, schedules, and other necessary documentation.
• Build strong relationships with location clients with a focus on excellent service, continuity, contract renewal, and opportunities to expand services.

General Responsibilities

• Demonstrate strong organization, responsiveness, attention to detail, and follow-through.
• Manage multiple clients, events, and deadlines simultaneously.
• Provide welcoming and professional service that reflects the values of the Co-op.
• Proactively identify potential issues and work with Food Services leadership to resolve them.
• Look for opportunities to improve processes, strengthen the client experience, and grow Food Services revenue.
• Perform other related duties as needed to support the Food Services team and the Co-op.

Experience & Skills

• Experience in event coordination, catering, hospitality, sales, customer service, or a related field preferred.
• Strong customer service and relationship-building skills, with the ability to communicate confidently and professionally with a wide variety of clients.
• Strong organizational and time-management skills with the ability to manage multiple events, clients, deadlines, and details at once.
• Demonstrated ability to follow through on commitments and maintain timely communication.
• Comfortable discussing pricing, preparing quotes, collecting payments, and identifying opportunities to upsell services.
• Strong written, verbal, and interpersonal communication skills.
• Comfortable using email, calendars, spreadsheets, and other basic business and scheduling technology.
• Ability to coordinate effectively across teams and communicate client expectations clearly to Food Services staff.
• Experience with catering, food service, or event operations is helpful but not required.