Private Events Coordinator

The Greater Des Moines Botanical Garden is a renowned nonprofit public garden situated on 17 acres in the heart of downtown Des Moines. As a 501(c)(3) privately governed entity, the Botanical Garden is dedicated to exploring, explaining, and celebrating the world of plants. This organization is deeply committed to fostering meaningful connections between people and plants through progressive garden design, innovative programming, and signature experiences. Its mission extends beyond plant cultivation to include education, community engagement, and partnership building, which serve as the foundation for creating a welcoming space that invites learning, inspiration, and growth. The Botanical Garden embodies a set of core values that include being a community of growers who are curious, committed, and kind. These values emphasize inclusivity, ecosystem nurturing, passionate stewardship of the natural world, and fostering joyful and memorable experiences within the garden environment.

The Private Events Coordinator role at the Greater Des Moines Botanical Garden is a full-time, exempt position reporting to the Private Events Manager. This position requires regular evening and weekend hours to support private rentals and other organizational needs. The Private Events Coordinator is a vital member of the Visitor Experience team and plays a central role in supporting private rental sales and the seamless execution of events held within the garden. This role acts as the primary liaison for rental clients and vendors, ensuring consistent and professional communication throughout the rental lifecycle, from initial inquiry and planning to day-of event coordination and post-event follow-up.

This position supports the Botanical Garden's earned revenue goals by assisting with private rental sales activities, including engaging with leads and conducting timely follow-ups. It requires excellent organizational skills to manage event logistics such as scheduling, client check-ins, vendor coordination, room layouts, linens, audiovisual support, setup, teardown, and cleanup in partnership with internal teams and external vendors. Maintaining compliance with rental contracts, policies, and procedures is paramount, including overseeing payment collections and ensuring all required documentation is in order.

On event days, the Private Events Coordinator serves as the lead contact on-site, providing exceptional guest service and anticipating client, vendor, and guest needs while resolving any issues that arise. The role also involves collaborating with cross-departmental teams to synchronize efforts for private rentals, public programs, and special events. Additionally, the Coordinator provides guidance to part-time Visitor Experience staff and volunteers, ensuring service standards are upheld and expectations exceeded.

Success in this role requires more than just technical skills and event management competencies; it demands a dedication to advancing the Botanical Garden's mission and values. The ideal candidate will act as a welcoming host and ambassador for the Garden, creating memorable experiences that encourage repeat visits. They must be an effective communicator, able to work collaboratively with a diverse team and enthusiastic about continuously learning about the Botanical Garden's offerings. This role also includes assisting in day-to-day Garden operations such as opening and closing procedures, managing communications, and tracking event-related data, further supporting the smooth functioning of the entire organization.