Event Sales + Planning Specialist

Company: Caviar Dream
Position Type: Contract, Part-time to start (20-25 hours/week)

Location: Hybrid / Chicago, IL

Reports To: CEO/COO About Caviar Dream

Caviar Dream is a modern lifestyle and experiential brand making caviar more approachable, culturally relevant, and memorable for its clients and customers. Through private celebrations, corporate activations, brand partnerships, and educational experiences, we create elevated moments that invite guests to experience luxury without the gatekeeping.

We are seeking an organized, polished, and commercially minded Events Sales + Planning Specialist to represent and grow our events business. This person will serve as the primary point of contact for prospective event clients and manage each opportunity from initial inquiry through proposal development, contract close, event planning, and execution.

Position
Overview The Events Planning Specialist owns the client journey for Caviar Dream events.

This role combines event sales, proposal development, client relationship management, logistics, and hands-on event planning. The ideal candidate is equally comfortable leading a discovery call, building a detailed event budget, presenting a compelling proposal, following up to secure the business, and creating an execution plan that ensures the event is delivered at the level promised. Well-honed project management skills are a must!

This is not solely an administrative planning position. We are looking for someone who understands how to turn an inquiry into a well-scoped, profitable, and successfully executed event. Key ResponsibilitiesClient Intake and Event Sales

Serve as the primary point of contact for new event inquiries.

Respond to prospective clients promptly and professionally.

Conduct discovery calls to understand the client’s event, audience, vision, budget, venue, timeline, and service requirements.

Educate clients on Caviar Dream’s event offerings and recommend the experience best suited to their goals.

Identify opportunities to expand the engagement through additional services, products, staffing, or custom experiences.

Maintain consistent follow-up throughout the sales process and confidently guide qualified opportunities toward a decision.

Represent the Caviar Dream brand with warmth, polish, cultural awareness, and professionalism.

Proposal
Development and Closing
Translate discovery-call information into clear event concepts, scopes of work, budgets, and client-facing proposals.

Coordinate internal pricing for caviar, food accompaniments, supplies, shipping, travel, staffing, rentals, production, and other event expenses.

Ensure proposals are accurate, visually polished, strategically presented, and aligned with profitability requirements.

Maintain proposal templates, event packages, pricing resources, and supporting sales materials.

Present proposals to clients and clearly communicate the value of the recommended experience.

Respond to questions, revise scopes when appropriate, and manage negotiations within approved parameters.

Coordinate contracts, deposits, payment schedules, and the formal transition from prospective client to confirmed event.

Maintain accurate records of inquiries, proposals, follow-ups, decisions, and booked revenue.

Event
Planning and Production
Develop comprehensive plans for confirmed events, including timelines, staffing plans, service formats, quantities, vendor requirements, travel, shipping, setup, and breakdown.

Create and maintain event briefs, production schedules, checklists, run-of-show documents, packing lists, and contact sheets.

Coordinate with clients, venues, caterers, planners, vendors, brand partners, and internal team members.

Confirm venue access, refrigeration, food-handling requirements, delivery instructions, load-in procedures, insurance requirements, and other operational details.

Calculate product and supply quantities based on attendance, service format, and the scope sold to the client.

Identify potential risks or logistical issues early and develop solutions before they affect the event.

Ensure the final execution plan remains consistent with the approved proposal, budget, and client expectations. On-Site Event Execution

Lead or support on-site event execution when required.

Direct event staff and provide clear pre-event briefings, assignments, and service expectations.

Oversee setup, styling, product presentation, guest flow, service standards, and breakdown.

Serve as the primary client or planner contact during the event.

Make calm, practical decisions when timelines, attendance, venue conditions, or other circumstances change.

Ensure every guest-facing detail reflects Caviar Dream’s standards for ho