Event Logistics Coordinator

The Event Logistics Coordinator provides on-site support for events, including planning and execution of events, coordinating event logistics, creating event layouts, and communicating with external partners. Primary Duties • Provide on-site support for events, including set-up and take-down • Work with event owners to plan event dates, timelines, themes, and needs • Design, confirm, and communicate space layouts, capacity limits, and staging requirements for events • Plan and coordinate logistics with all external partners (e.g., caterers, rentals, entertainment, décor) • Keep the Sharepoint event calendar and all room calendars up to date with event details and reservation information • Coordinate parking reservations for events, including delivery of event equipment and supplies • Book performance, rental, and catering contracts • Assist with the direction of internal event kick-off meetings • Participate in post-event debriefs with Garden staff and partners • Maintain and update event owner resources, including the Event Planning & Protocols Guide • Notify relevant staff and departments of event-related closures and other impacts to guests • Monitor event facilities and equipment, maintain the cleanliness of event spaces, and submit facilities tickets if repairs are required • Conduct research needed to support all aspects of future events • Assist with the direction and implementation of internal event policies • Maintain and update inventory of event equipment and supplies • Keep the staff breakroom supplies stocked and order more breakroom supplies as needed • Other duties as assigned We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. Below are the transportation options for staff commuting to the Garden: • Parking: Staff may park in the pay-to-park spaces throughout Washington Park. • Bus Passes: For staff who take public transit as their primary means of commuting to the Garden, we provide paid bus passes.