Event Coordinator

Position Overview

The Event Coordinator is responsible for planning, promoting, organizing, managing, and overseeing all weekly activities and special events at both kava bar locations.

This position oversees approximately 3–4 weekly events per location, totaling 6–8 events per week across both bars.

The primary focus of this role is to create a fun, welcoming, and engaging atmosphere at both locations while increasing customer participation, strengthening community relationships, encouraging repeat visits, and supporting business growth.

The Event Coordinator is responsible for managing all aspects of the event program at both locations, including planning, scheduling, advertising, hosting, prize management, Clover system reconciliation, specialty drink promotions, and post-event responsibilities.

Both locations must receive consistent attention, organization, marketing, and event support.

1. Weekly Event Planning & Coordination – Both Locations

Plan, organize, and coordinate approximately 3–4 weekly events at each kava bar location.
Events may include:
Pool tournaments
Bingo nights
Trivia nights
Theme nights
Customer appreciation activities
Other interactive and community-building events
Maintain a separate, organized weekly event calendar for each location.
Coordinate event dates and times to minimize scheduling conflicts between the two bars.
Establish event rules, formats, registration procedures, and approved prize structures.
Ensure both locations have the necessary supplies, equipment, and materials before events begin.
Develop new event ideas tailored to the customer base of each location.
Ensure neither location is overlooked when planning events and promotions.

2. Event Hosting & Execution – Both Locations

Attend, host, and actively manage scheduled events at both locations according to an approved weekly schedule.
Arrive early to prepare the event area and ensure all materials are ready.
Host, announce, and facilitate pool tournaments, bingo, trivia, and other activities.
Manage participant registration, tournaments, scoring, and prize winners.
Engage with customers and encourage participation.
Handle questions, disputes, and unexpected situations professionally.
Ensure event areas are cleaned and organized after events.

3. Prize Tabs & Clover System Management – Both Locations

The Event Coordinator is responsible for maintaining accurate prize records and ensuring proper prize tab management in the Clover POS system at both kava bars.

Establish and track management-approved prize amounts for each event.
Accurately record winners, prize amounts, dates, and event locations.
Create, manage, and monitor prize tabs in each location's Clover system.
Clear and close out prize tabs according to management-approved procedures.
Ensure all prize tabs are properly accounted for and outstanding balances are reviewed.
Maintain separate prize records for Location 1 and Location 2.
Verify that prizes are correctly awarded and documented.
Report any discrepancies, unauthorized prizes, or outstanding tabs to management.
Follow authorized adjustment procedures without improperly deleting transaction records.

The Event Coordinator is accountable for accurate prize tracking and Clover closeouts at both locations.

4. Marketing, Flyers & Social Media Promotion – Both Locations

Design creative and professional promotional flyers for all weekly and special events at both locations.
Ensure every flyer clearly identifies the correct location, event date, start time, prizes, and promotions.
Maintain a consistent promotional schedule for both kava bars.
Post event flyers and announcements on the appropriate social media accounts.
Promote events with sufficient advance notice, preferably at least 5 days before the event.
Create reminder posts and event updates to encourage attendance.
Capture photos and videos during events for future promotional content, with appropriate permission.
Coordinate with management to ensure all marketing materials follow the company's branding.
Promote both locations fairly while recognizing that each location may have different customer interests and event schedules.
Ensure special events and holiday celebrations receive additional promotion.

The Event Coordinator is responsible for ensuring both locations have consistent, timely, and accurate event advertising.

5. Specialty Drinks & Event Promotions – Both Locations

Collaborate with management and bartenders to develop specialty drinks for weekly events and holiday celebrations.
Create themed drink concepts, creative names, and promotional ideas.
Coordinate specialty drink promotions with pool tournaments, bingo, trivia, and other events.
Work with bartenders at both locations to confirm drink availability and preparation requirements.
Confirm specialty drink pricing and promotions with management before advertising.
Include approved drink specials on flyers and social media posts.
Develop promotions that reflect the atmosphere and customer preferences of each location.
Ensure bartenders at both locations are informed of current and upcoming drink promotions.

6. Holiday & Special Event Planning – Both Locations

The Event Coordinator is responsible for planning, organizing, advertising, and overseeing holiday celebrations and larger special events at both kava bar locations.

Events may include:

Halloween parties and costume contests
Christmas celebrations
New Year's Eve parties
Valentine's Day events
St. Patrick's Day celebrations
Anniversary parties
Customer appreciation events
Seasonal celebrations and other special occasions

Responsibilities include:

Develop event concepts and themes for both locations.
Prepare event proposals and budgets for management approval.
Coordinate decorations, supplies, entertainment, prizes, and specialty drinks.
Create promotional flyers and social media campaigns.
Begin planning and promoting major holiday events approximately 2–3 weeks in advance when feasible.
Coordinate with bartenders and management regarding staffing and event needs.
Organize setup, hosting, and cleanup.
Arrange event coverage when both locations host celebrations simultaneously. (Example: New Years, 4th of July)
Ensure both locations have opportunities to participate in major holiday promotions.

The Event Coordinator must plan for both locations rather than focusing exclusively on one bar.

7. Communication & Management Coordination

Maintain regular communication with the owner, management, and bartenders at both locations.
Provide weekly event schedules to management and staff.
Communicate event rules, prizes and drink promotions.
Notify management in advance of required supplies, decorations, prizes, and event expenses.
Obtain management approval for event budgets, prize amounts, and specialty drink promotions.
Address event-related issues promptly and professionally.
Communicate any event cancellations, schedule changes, or staffing concerns.

8. Accountability & Event Performance – Both Locations

The Event Coordinator is responsible for maintaining organized records and monitoring the success of events at each kava bar.

Maintain separate event calendars and planning checklists for both locations.
Keep accurate records of winners, prize tabs, expenses, and Clover closeouts.
Track attendance and customer participation at each event.
Monitor which events generate the strongest customer engagement.
Evaluate event performance separately for each location.
Recommend improvements to event schedules, promotions, and activities.
Ensure flyers and social media posts are completed on time.

Pay: $15.00 - $15.50 per hour

Expected hours: 15.0 – 30.0 per week

Benefits:

Flexible schedule

Work Location: In person