Events Coordinator

About the position

The Event Coordinator is responsible for conceptualizing, planning, and executing world-class events that showcase our brands, including William Chris Vineyards, Uplift Vineyard, and Wine For the People. Our events span signature onsite experiences, private gatherings, and offsite activations, each designed to elevate brand awareness and drive meaningful engagement with our guests. The Event Coordinator anticipates change, plans for challenges, and solves problems. They are a strategic thinker, skilled at executing projects, and exhibit leadership while interfacing with staff and customers before, during, and after events to make sure we achieve the highest level of customer satisfaction. This individual will collaborate with cross-functional teams, lead event execution, and monitor key performance indicators (KPIs) such as revenue, expense, and profit margins to ensure the success of each event.

Responsibilities

• Develop and propose innovative, engaging, and brand-aligned event concepts that drive guest engagement and revenue.
• Collaborate with marketing, tasting room, and production teams to align event strategies with business goals.
• Stay ahead of industry trends and consumer preferences to create unique, elevated experiences.
• Manage all aspects of event planning, including budgeting, vendor coordination, logistics, timeline management, and staffing.
• Lead cross-functional teams to plan the execution of events seamlessly, ensuring brand integrity and a high level of guest experience.
• Order all supplies to execute events, design printed materials and ensure timely and on brand signage and messaging.
• Oversee day-of execution, directing teams, troubleshooting in real time, and ensuring smooth operations.
• Develop and maintain strong vendor relationships to enhance event execution and cost efficiencies.
• Create and negotiate private event proposal pricing to create a remarkable event for a member or guest and collect timely payments.
• Organizing event kits that and instructions that allow Tasting Room staff to flawlessly execute an offsite engagement.
• Keep event systems updated including but not limited to Notion, complete timely check requests, and coordinate with Tasting Room management for wine and food plans.
• Complete Property open and closing duties.
• Maintain supply inventory and completes quarterly audits as well as plans to refresh inventory as needed.
• Develop and track event budgets, ensuring events meet financial targets and maximize profitability.
• Monitor and analyze KPIs, including revenue, expense, profit margins, and guest engagement metrics to assess event success and make data-driven improvements.
• Partner with finance and leadership to report on event performance and optimize future events.
• Ensure every event reflects the hospitality, storytelling, and authenticity of William Chris Wine Company’s brands.
• Engage with guests and VIPs, providing a high-touch, memorable experience.
• Implement feedback loops to continuously enhance the guest journey and event execution.
• Addresses messages via email, red chirp, voice messages.

Requirements

• Meticulous attention to details.
• Exceptional communication skills.
• Excellent time management skills.
• Ability to work under pressure.
• Ability to think logistically & practically.
• Work schedule includes weekdays, weekends, day and night hours, work on holidays and overtime.
• Experience with Microsoft Office Applications, Canva, preferred.
• Ability to coordinate and lead a staff of 2-100 employees during events.
• Ability to work as a team and independently.
• Strong organization skills.

Nice-to-haves

• High school diploma or equivalent.
• Hospitality experience.
• Event coordination experience.
• Experience using Canva.
• Experience with Microsoft Office.
• Wine knowledge.