Event Coordinator - #1411867

JOB SUMMARY: The Event Coordinator supports Columbus Botanical Garden’s public and private events by assisting with planning, promotion, and execution, while leading private event rental management. The ideal candidate is organized, service-oriented, sales-driven, and thrives in a collaborative environment, contributing to the department’s financial success through sales and operational efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Private Event Rentals (Sales, Coordination & Execution):

Serve as the first point of contact for private event inquiries; provide prompt, professional

communication and conduct venue tours.

Manage the full event lifecycle for private rentals: proposals, contracts, invoicing,

scheduling, and compliance.

Maintain and update the CRM with all client communication, event details, and

documentation.

Actively contribute to the growth of rental income by supporting and executing targeted

marketing strategies, digital content, and outreach materials.

Conduct regular market research and competitive analysis to help position CBG

competitively.

Build and maintain vendor relationships, including rental providers, caterers,

photographers, and event rental companies.

Schedule and oversee support staff for private events (e.g., contracted event

coordinators, security, custodial).

Ensure event setup and breakdown (tables, chairs, linens, decor) are executed smoothly

and in line with Garden standards.

Monitor and support the rental budget, including expense tracking, forecasting, and

reporting; assist in achieving department revenue targets.

Oversee upkeep and light maintenance of the Adams Farmhouse, including ordering

supplies, coordinating cleaning services, and maintaining presentation standards for

guests.

Garden Programs & Internal Events:

Provide coordination support for Garden-hosted events including public and educational

programs, member events, and donor receptions.

Collaborate with departments such as Education, Visitor Services, and Development to

ensure the successful execution of events.

Assist with event logistics including layouts, vendor coordination, equipment rentals,

material preparation, and setup/breakdown.

Serve as the primary liaison with event vendors, managing contracts, communication,

and payments as needed.

Prepare collateral materials (including marketing) as needed.

Close out all events when required.

Ensure adherence to internal policies and procedures for Garden-hosted events and

maintain a high standard of guest experience.

KEY EMPLOYEE COMPETENCIES/BEHAVIORS DESIRED:

• Mission-Aligned & Guest-Focused: Champions the Garden’s values while delivering outstanding service.
• Strong Communicator & Team Collaborator: Works well across departments and with external partners.
• Adaptable & Solutions-Oriented: Responds to challenges with flexibility and a proactive mindset.
• Professional Under Pressure: Exercises sound judgment and composure during

high-stress situations.

• Detail-Driven & Operationally Minded: Ensures smooth event execution through

organization, efficiency, and safety awareness.