Events Coordinator

Job Summary

About the Role

The Events Coordinator oversees events at Calistoga Motor Lodge from first inquiry through final billing. You will serve as the primary point of contact for clients, coordinating meeting and event space, guest room blocks, food and beverage, and vendor services. Working closely with hotel departments, outside vendors, and the Sales Support team, you will ensure every event runs smoothly, stays within budget, and meets client expectations.

Key Responsibilities

• Coordinate event services for clients and in-house guests, responding promptly and professionally to inquiries, requests, and event-related needs.
• Serve as a primary point of contact for clients throughout the event planning and execution process, gathering and maintaining accurate information regarding event objectives, dates, times, guest counts, timelines, budgets, accommodations, meeting spaces, food and beverage, and special requests.
• Coordinate all aspects of events from planning through execution, including logistics, setup, vendor coordination, guest services, event-day operations, and breakdown.
• Prepare, review, and update event-related correspondence and documentation, including proposals, presentations, contracts, contract formatting, redlines, event orders, schedules, timelines, checklists, and production plans.
• Maintain accurate and up-to-date information within hotel and event management systems, ensuring contracted terms, negotiated room rates, event details, and client requirements are properly documented.
• Coordinate with internal departments, including Sales, Front Office, Food & Beverage, Housekeeping, Accounting, and Operations, to ensure event and guest requirements are clearly communicated and executed.
• Coordinate with external vendors and service partners, including caterers, entertainment providers, rental companies, decorators, transportation providers, and other event professionals.
• Obtain vendor quotes, manage vendor communications, and assist with contracts, invoices, payment coordination, and related documentation.
• Monitor event budgets and track expenses to keep events financially aligned with approved plans and client expectations.
• Conduct site visits and walkthroughs with clients and internal teams, assisting with floor plans, seating arrangements, signage, audiovisual requirements, equipment, décor, and event flow.
• Ensure event spaces are properly prepared and meet established client, brand, operational, and safety standards prior to guest arrival.
• Manage event-day logistics, including vendor arrivals, staffing coordination, setup, registration, guest services, timeline management, and breakdown.
• Serve as an onsite point of contact for clients, vendors, guests, and event staff, ensuring questions and concerns are addressed promptly and professionally.
• Proactively identify and resolve event-related challenges, last-minute changes, and unexpected operational issues while maintaining a positive guest and client experience.
• Maintain organized and accurate event records, including client communications, schedules, vendor information, contracts, billing documentation, and post-event records.
• Support administrative, promotional, and operational activities related to sales, events and the overall Sales and Events department as needed.
• Communicate and collaborate closely with the Sales Support team regarding event billing and invoicing, ensuring all event charges, additions, changes, deposits, payments, and supporting documentation are communicated accurately and in a timely manner to support accurate client invoicing and final billing.
• Perform other duties and responsibilities as assigned.

Qualifications

• Associate's degree in hotel management, business, marketing, or a related field, or an equivalent combination of education and work-related experience.
• At least 1 year of sales and marketing experience at the corporate or hotel level, or 2 years as a hotel guest service agent.
• Experience with property management systems and central reservation systems.
• Working knowledge of Microsoft Office, including Excel and Word.

Physical Requirements

• Ability to perform repetitive hand and body motions such as grasping, writing, and typing, along with listening, hearing, and visual acuity.
• Role may require the ability to drive a motor vehicle; stand, walk, and sit; talk in person and on a telephone or mobile device; carry a laptop (including while traveling); use a computer for a significant portion of each day; and occasionally lift up to 20 lbs.

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person