Monona Terrace Event Coordinator

Madison, WI, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $63,636.00

Work Schedule

Flexible

Benefits

Health Insurance

Dental Insurance

Paid Time Off

overtime compensation

Public Service Loan Forgiveness eligibility

inclusive work environment

Employee training and development

Job Description

Monona Terrace Community and Convention Center is a distinguished venue located in the heart of Madison, Wisconsin, renowned for its architectural beauty and vibrant event hosting capabilities. Designed by the celebrated architect Frank Lloyd Wright, this facility serves as a premier destination for a wide array of events including conventions, conferences, public gatherings, and cultural festivities. Each year, nearly half a million people visit Monona Terrace, attracted by its exceptional amenities, breathtaking lakefront views, and strategic downtown location near the State Capitol and the Hilton Madison Monona Terrace hotel. The center boasts 85,000 square feet of interior space including a large exhibit hall, a ballroom, a lecture hall, and numerous meeting rooms, complemented by expansive rooftop gardens covering 68,000 square feet. This unique setting not only provides stunning scenery but also fosters community engagement and economic growth within the region.

The role of Event Coordinator at Monona Terrace is a dynamic and vital position with responsibilities centered on the comprehensive planning, coordination, and management of events. As an Event Coordinator, you will be instrumental in ensuring that all facets of assigned events are executed flawlessly, from the initial client meetings through to post-event evaluations. This position involves extensive customer service, meticulous organizational skills, team leadership, and collaboration with both internal staff and external vendors. The successful candidate will oversee multiple concurrent tasks including scheduling, event order creation, and space configuration using specialized event management and CAD software. You will serve as the primary contact for clients, managing communications and expectations to maintain a high standard of satisfaction. Given the nature of the events hosted, flexibility in working hours is essential, which includes availability during evenings, weekends, and holidays with overtime eligibility.

Monona Terrace prioritizes inclusivity and diversity, encouraging applicants from all backgrounds, including traditionally underrepresented groups. The center champions a welcoming and equitable work environment that values a wide range of skills and experiences. Employees may also be eligible for loan forgiveness programs, further demonstrating the center’s commitment to supporting its workforce. This role offers an exciting opportunity to contribute to a landmark facility that not only supports local and international events but also enriches the cultural fabric of Madison.

Job Requirements

High school diploma or equivalent
Prior experience in event coordination or administrative roles
Ability to work irregular hours including evenings, weekends, and holidays
Proficiency with event management software
Familiarity with CAD or computer-aided drafting software
Strong attention to detail
Ability to manage multiple tasks simultaneously
Excellent communication skills
Ability to maintain professional and courteous interactions with clients and team members

Job Qualifications

Experience in event coordination or similar role
Proficiency in event management software
Ability to use CAD or AutoCAD Lite software for room diagram creation
Strong customer service skills
Effective communication and interpersonal skills
Ability to lead and train team members
Strong organizational and multitasking abilities
Willingness to work evenings, weekends, and holidays

Job Duties

Plan, coordinate and oversee all phases of assigned events including advance planning, client meetings, day-of-event oversight and post event evaluation
Serve as the lead client contact for assigned events
Establish and maintain positive client relationships
Maintain a courteous, cooperative and professional manner in all interactions with clients, co-workers, suppliers and the public
Schedule and participate in calls and meetings with clients to determine event needs
Determine client needs and establish a plan for meeting those needs
Coordinate services and equipment requirements for assigned events and communicate necessary event information to other convention center and catering staff
Evaluate requests for changes or added services prior to and during the event and determine how they can be accomplished
Oversee and monitor events while they are in-house
Provide feedback to Event Services Manager regarding events and report any problems or situations that occur
Enter important event related occurrences in the event management software activities section
Prepare event related paperwork by entering information in event software professionally and accurately
Create event orders using event management software and room diagrams using AutoCAD Lite or current diagraming software
Revise event orders and room diagrams as needed when changes are received from clients
Send activity notes in event management software notifying co-workers of event changes
Document appropriate event communication and occurrences in the event software activities section