Event Coordinator & Hospitality

Event Coordinator & Hospitality

Spy Coast Farm’s Equine Education Center offers a unique on-farm event space for meetings, educational programs, private events, and veterinary conferences. The Event Coordinator & Hospitality role supports the planning, coordination, and execution of these events. This position also supports farm tourism initiatives to help promote the EEC as a premier event space and visitor destination.

Primary Responsibilities

Monitor the events email inbox and respond to inquiries in a timely and professional manner.
Serve as the primary point of contact for prospective and confirmed event clients.
Provide information regarding EEC facilities, amenities, rental options, availability, policies, and pricing.
Conduct facility tours and site visits for prospective event clients.
Maintain and update the Event Calendar with inquiries, holds, confirmed events, and relevant event details.
Prepare event quotes, contracts, and invoices for review and approval.
Coordinate event details with clients, vendors, caterers, and internal staff.
Maintain accurate event records, contracts, client information, and supporting documentation.
Communicate event requirements and schedules to appropriate staff prior to each event.
Coordinate facility setup based on event needs, including tables, chairs, linens, signage, and other equipment.
Serve as the on-site point of contact for assigned events.
Assist vendors, presenters, caterers, and clients with on-site needs.
Pick up food, supplies, or event materials when necessary.
Remain on-site throughout the event or make appropriate arrangements with SCF team.
Schedule post-event cleanup and facility reset
Prepare and refresh the facility for multi-day events when necessary.
Conduct feedback surveys with clients.

Event Sales & Business Development

Actively promote the EEC as a venue for meetings, educational programs, corporate events, private events, industry functions, and other appropriate uses.
Identify and pursue opportunities to grow the EEC's event client base.
Build and maintain relationships with existing and prospective clients.
Maintain records of prospective clients, inquiries, bookings, and follow-up opportunities.
Conduct outreach to businesses, organizations, associations, and other potential event partners.
Identify opportunities to increase facility utilization during traditionally slower periods.
Track event inquiries, bookings, attendance, facility utilization, and revenue.
Assist in evaluating event pricing, packages, and offerings based on client demand and facility capabilities.
Represent the EEC professionally at monthly networking and industry opportunities.

Farm Tourism & Visit Horse Country

Manage the farm's tourism program and serve as the primary point of contact for Visit Horse Country.
Maintain tour availability, inventory, schedules, and booking information.
Coordinate tour schedules with farm operations to ensure tours do not interfere with daily activities.
Communicate with Visit Horse Country regarding scheduling, program updates, special opportunities, and other tourism initiatives.
Respond to guest questions and provide relevant information prior to scheduled tours.
Coordinate and conduct farm tours as needed.
Ensure tour experiences are professional, organized, informative, and consistent with the farm's standards.
Track tourism performance, including guest counts, ticket sales, revenue, and utilization.
Identify opportunities to increase tour participation and revenue.
Develop relationships with tourism partners and identify opportunities to expand awareness of the farm as a visitor destination.
Participate in Visit Horse Country meetings, training, and initiatives as appropriate.
Assist with developing new tour experiences, packages, or special tourism opportunities.

Qualifications

Minimum 3-5 years of experience in event planning or a related field
Bachelor’s degree in hospitality, tourism, or business equivalent preferred
Valid driver’s license
Strong horsemanship skills and equine background preferred
Knowledgeable in equine biosecurity practices
Comfortable working in veterinary environment, including exposure to cadavers

Skills & Competencies

Event logistics and organization
Strong attention to detail
Problem-solving and adaptability
Professional written and verbal communication
Customer service and relationship building
Public speaking and group management
Ability to manage multiple priorities
Ability to work independently and collaboratively with diverse teams
Professionalism and sound judgment

Schedule and Hours

Flexible schedule, average 40 hours per week.
Additional hours and flexibility may be required for events, tours, and facility needs.
Availability to work evenings, weekends, and peak tourism or event periods is required, including but not limited to the Kentucky Three-Day Event, Kentucky Derby season, and Pony Finals.