Event Coordinator
Position Overview
Tierra Distilling Co. is looking for a proactive, organized, and high-hospitality Event Coordinator to drive our private events program and community activations. You will be the primary point of contact for all guests looking to host celebrations, corporate gatherings, and community events in our space. Your goal is twofold: to aggressively grow our event revenue through outbound sales and marketing, and to provide a "white-glove" experience that ensures every host feels like a VIP from the moment they inquire.
Key Responsibilities
Inbound Lead Management & CRM
Response & Inquiry Handling: Manage all inbound event requests via email, phone, and website. Maintain a high response rate and guide clients through venue tours and package selections.
CRM Ownership: Utilize and manage our CRM system to track leads, follow up with past clients, and maintain a database of local corporate and community partners.
Contracting: Draft and execute event contracts, manage deposits, and ensure all billing is accurate and completed on time.
On-Site Execution & "White-Glove" Service
Event Setup: Oversee the physical setup of the event space, ensuring furniture layouts, décor, and signage meet the client’s specific needs.
The Kickoff: Attend the start of every private event to provide "white-glove" service—greeting the host, ensuring the first round of service is seamless, and troubleshooting any immediate needs before handing off to the floor team.
Staff Coordination: Brief the FOH staff on event-specific details, special requests, and timelines to ensure a smooth transition from setup to service.
Outbound Growth & Marketing
Lead Generation: Actively seek out new business by networking with local Clarendon Hills businesses, wedding planners, and community groups.
Marketing Collaboration: Work on digital and physical marketing materials to promote our event spaces. This includes updating event brochures and coordinating with the team on social media promotion.
Community Engagement: Represent Tierra Distilling Co. at local chamber events or community gatherings to increase brand visibility.
Food Truck & Vendor Coordination
Food Truck Calendar: Manage the scheduling and logistics for all visiting food trucks. Ensure they have the necessary information regarding parking, power, and expected guest counts.
Promotion: Coordinate with food trucks to cross-promote their visits on social media platforms.
Signature & Special Events
Strategic Planning: Collaborate directly with the owners on large-scale signature events, such as Distillinois, Oktoberfest, and specialized distillery tours.
Tour Management: Develop and manage a regular schedule for distillery tours, ensuring they are marketed effectively and staffed appropriately.
Qualifications
Experience: 2–4 years in event sales, catering management, or hospitality marketing.
Sales Mindset: Comfortable making "outbound" connections and "closing" event bookings.
Detail Oriented: Exceptional organizational skills; you are the person who never lets a detail slip through the cracks.
Hospitality First: A natural "host" personality with the ability to provide high-end service under pressure.
Communication: Excellent written and verbal communication skills for professional client correspondence.