Event Coordinator

The Cobblestone Inn & Suites and Event Center in Boone, Iowa offers a flexible event space designed to accommodate a wide range of gatherings, from small meetings to large receptions and community events. The conference center features more than 6,000 square feet of carpeted, temperature-controlled event space that can be divided into multiple room configurations with partition walls. The facility includes built-in audio-visual capabilities, microphone access, Wi-Fi, a full commercial kitchen, outdoor patio and grill area, full bar service, tables, chairs, and support from hotel and event staff as needed.

The Sales and Event Coordinator leads the sales efforts, planning, booking, coordination, and successful execution of events held at the Event Center. This position serves as the primary contact for weddings, meetings, banquets, corporate events, community gatherings, social celebrations, and other private functions hosted at the property.

The Sales and Event Coordinator is responsible for responding to and identifying leads, inquiries, conducting tours, preparing proposals and contracts, coordinating event details, communicating with guests, vendors, and hotel staff, and ensuring each event is handled professionally from the first inquiry through final follow-up. This role requires strong attention to detail, excellent communication skills, a hospitality-focused attitude, and the ability to balance event sales, planning, and day-of coordination.

Work Environment:This position works within a hotel and conference center environment and reports to the General Manager of Cobblestone Inn & Suites, Boone, Iowa. The Sales and Event Coordinator will interact regularly with hotel guests, event clients, vendors, local businesses, community members, and internal team members. The role includes a combination of office work, property tours, event preparation, client meetings, and event-day support.

Key Competencies:

* Hospitality and guest service

* Event sales and follow-up

* Organization and attention to detail

* Clear communication

* Problem solving

* Professionalism

* Time management

* Team collaboration

* Accountability and ownership

* Community relationship building

Essential Duties and Responsibilities:

* Respond promptly and professionally to event inquiries by phone, email, website leads, venue platforms, and walk-in requests.

* Provide detailed information about event space, pricing, availability, room layouts, amenities, policies, and hotel room blocks

.* Build positive relationships with local businesses, community organizations, wedding vendors, schools, churches, nonprofits, and repeat event clients.

* Conduct site tours for prospective clients and showcase the conference center, hotel amenities, guest rooms, patio, bar, kitchen, and event setup options.

* Prepare proposals, quotes, contracts, banquet event orders, room diagrams, and other event-related documents.

* Follow up consistently with prospective clients to convert inquiries into booked events.

* Maintain accurate records of leads, inquiries, confirmed bookings, deposits, payments, event details, and client communication.

*Conduct Outside Sales Calls

Event Planning and Coordination:

* Serve as the main point of contact for clients throughout the planning process.

* Coordinate event timelines, room setups, seating arrangements, AV needs, bar needs, kitchen access, vendor arrival times, staffing needs, and special requests.

* Communicate event details clearly to the General Manager, front desk, housekeeping, maintenance, bar staff, banquet staff, and any other team members involved.

* Prepare and distribute event sheets or banquet event orders in advance of each event.

* Confirm final guest counts, setup requirements, billing details, and event expectations prior to the event date.

* Assist clients with planning logistics such as event flow, vendor coordination, setup timing, tear-down timing, and hotel accommodations.

* Coordinate room blocks or guest room needs with the hotel team when events include overnight guests

*Responsible for staffing needs of bar

Day-of-Event Support:

* Ensure event spaces are properly prepared, clean, organized, and set according to the confirmed event order.

* Greet clients and vendors upon arrival and assist with questions or last-minute needs.

* Monitor events to ensure they run smoothly and that guests receive professional, attentive service.

* Troubleshoot issues quickly and calmly, including setup changes, AV questions, timing adjustments, staffing needs, or guest concerns.

* Coordinate with the hotel and event team to ensure restrooms, public areas, meeting spaces, bar areas, kitchen areas, and guest-facing areas remain clean and presentable.

* Support event tear-down, post-event inspections, and communication of any damages, missing items, or additional charges.

Administrative and Financial Responsibilities:

* Maintain the event calendar and ensure all bookings are accurately entered and updated in communication log and on white board.

* Track deposits, payments, balances due, signed contracts, insurance documents if applicable, and any additional event charges.

* Assist with invoicing, billing communication, and post-event reconciliation.

* Keep organized files for each event, including contracts, setup notes, correspondence, payments, and final event details.

* Provide regular updates to management regarding upcoming events, pending leads, confirmed bookings, revenue opportunities, and operational needs.

* Assist with maintaining event pricing, packages, forms, templates, and marketing materials as directed.

*Ensure proper staffing

Marketing and Community Outreach:

* Assist with promoting the Event Center to local businesses, organizations, wedding clients, and community groups.

* Help maintain event listings, venue platforms, social media content, photos, and basic marketing information as needed.

* Request client reviews, testimonials, and referrals following successful events.

* Identify opportunities to increase event bookings during slower demand periods.

* Represent the property professionally at local networking opportunities, community events, chamber functions, bridal shows, or business outreach efforts when needed.

Qualifications:

*Prior experience in event planning, hospitality, hotel sales, catering, customer service, or administrative coordination preferred.

* Strong communication, organization, and follow-up skills.

* Professional appearance and positive, guest-focused attitude.

* Ability to manage multiple events, deadlines, and client requests at one time.

* Comfortable conducting tours, discussing pricing, preparing proposals, and asking for the sale

* Strong attention to detail and ability to communicate event instructions clearly to multiple departments.

* Ability to remain calm and solution-oriented during busy events or last-minute changes.

* Basic computer skills, including email, calendars, spreadsheets, documents, and event tracking systems.

* Availability to work a flexible schedule, including some evenings, weekends, and holidays based on event needs.

* Must be dependable, self-motivated, and able to work independently while also supporting the hotel team.

Physical Requirements:

* Ability to stand, walk, bend, and move throughout the property during tours, setups, and events.

* Ability to assist with light event setup, including moving small items, checking tables and chairs, organizing supplies, and preparing event spaces.

* Ability to lift or carry up to 25 pounds as needed.

* Ability to work in a fast-paced environment during events and peak business periods.

Preferred Skills:

* Experience with weddings, banquets, corporate meetings, or hotel conference space.

* Knowledge of room layouts, event timelines, banquet event orders, and vendor coordination.

* Sales or hospitality background with the ability to build relationships and close bookings.

* Familiarity with social media, online venue platforms, and local community outreach.

* Experience working with hotel room blocks or group reservations.

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Work Location: In person