Event Coordinator

Published: 6/14/2022

Job Description

COMPANY DESCRIPTION - Bartholomew Estate Winery is a historic, estate-focused winery located within the 375-acre Bartholomew Park in Sonoma Valley, on land that has played an important role in California viticulture since 1832, The winery produces estate-grown wines from sustainably farmed vineyards and welcomes guest for tastings surrounded by vineyards, oak-covered hills, hiking trails, and the natural beauty of the park. The winery helps support the missions of preservation, conservation, and public enjoyment of this historical property through the stewardship of the Bartholomew Foundation.

JOB SUMMARY - The Event Coordinator is responsible for driving private event business and managing the planning, coordination, and on-site execution of events at the winery and park property. This position actively promotes the winery as an event destination, responds to inquiries, conducts site tours, develops proposals, and builds relationships with clients, vendors, and community partners to generate new event opportunities.

In addition to business development responsibilities, the Event Coordinator oversees the full event lifecycle, including client communication, event logistics, vendor coordination, internal team coordination, setup, execution, breakdown, and post-event follow-up. The role ensures that all private events, winery-hosted events, and special programs are executed professionally, efficiently, and in alignment with winery standards, brand image, and guest experience expectations.

ESSENTIAL FUNCTIONS

Event Sales and Business Development – 30%

Actively recruit new private, corporate, nonprofit events, and other special occasions.

Respond promptly and professionally to event inquiries by phone, email, website forms, and referral sources.

Conduct site tours and event walkthroughs for prospective clients, planners, and vendors.

Prepare and present event proposals, pricing, contracts, and related event documentation.

Maintain consistent follow-up with prospective clients to convert inquiries into booked events.

Develop and maintain relationships with event planners, caterers, vendors, tourism partners, local businesses, and community organizations.

Represent the winery at networking events, hospitality functions, open houses, and promotional opportunities as needed.

Track leads, inquiries, bookings, lost business, and client communications.

Identify opportunities to grow private event revenue and improve the winery’s visibility as an event venue.

Event Planning and Coordination –30%

Coordinate private events from initial inquiry through completion.

Serve as the primary point of contact for clients throughout the planning process.

Manage event timelines, floor plans, guest counts, rental needs, vendor requirements, and special requests.

Coordinate with internal departments, including tasting room, hospitality, facilities, wine club, marketing, and management teams, to support event needs.

Communicate event details clearly to internal teams and outside vendors.

Maintain event calendars, budgets, invoices, contracts, permits, insurance documents, and event records.

Ensure event plans comply with winery policies, alcohol service requirements, safety standards, and property guidelines.

Resolve issues that arise during the planning process with professionalism and sound judgment.

Event Execution – 30%

Oversee event setup, guest arrival, event flow, vendor coordination, and breakdown.

Serve as the on-site lead for assigned private events, winery events, and special programs.

Provide directions to vendors, temporary staff, and support personnel during event setup and execution.

Monitor event spaces to ensure cleanliness, safety, presentation standards, and timely transitions.

Anticipate guest, client, vendor, and operational needs throughout each event.

Respond quickly and calmly to day-of changes, guest concerns, weather issues, or operational challenges.

Ensure events are executed in a manner that reflects the winery’s hospitality standards and brand experience.

Complete post-event follow-up, including client communication, internal debriefs, invoice review, and event notes.

Winery and Hospitality Support – 10%

Assist with winery-hosted events, member events, release parties, dinners, tastings, and community events.

Support tasting room or winery operations as needed.

Maintain organized, clean, and presentation-ready event spaces.

Assist with inventory, event supplies, signage, décor, and event-related materials.

Contribute ideas for improving event operations, guest experience, and revenue opportunities.

SUPERVISIORY RESPONIBILITIES - Although this position does not have direct supervisory responsibilities, during an event, the Event Coordinator may provide directions to staff, vendors, service providers, and support personnel during event setup, execution, and breakdown.

MINIMUM QUALIFICATIONS

Two or more years of experience in event planning, hospitality, winery events, venue sales, or a related field.

Experience selling, booking, or actively recruiting private event business preferred.

Strong organizational, time management, follow-up, and communication skills.

Ability to manage multiple events, inquiries, priorities, and deadlines simultaneously.

Experience coordinating vendors, clients, timelines, event logistics, and on-site execution.

Professional, hospitality-focused demeanor with strong client service skills.

Ability to conduct site tours and present the winery confidently to prospective clients.

Proficiency with Microsoft Office Suite.

Experience with event management software, CRM systems, or booking platforms preferred.

Ability to work evenings, weekends, and holidays as required.

Valid California driver’s license and reliable transportation.

Must be 21 years of age or older.

Wine industry, wedding, corporate event, or luxury hospitality experience preferred.

WORK ENVIRONMENT - Work is performed in both indoor and outdoor settings across the winery property. The position requires regular on-site presence during events, site tours, planning meetings, and winery programs. Work may involve exposure to varying weather conditions, noise, uneven terrain, and fast-paced event environments. Evening, weekend, and holiday work is required.

PHYSICAL REQUIREMENTS

Ability to stand and walk for extended periods.

Ability to lift, carry, push, and pull event materials and supplies, typically up to 25–40 pounds.

Ability to bend, crouch, reach, climb stairs, and move throughout indoor and outdoor event spaces.

Ability to work in a fast-paced environment while remaining attentive to detail.

Ability to communicate clearly in person, by phone, and in writing.

COMPENSATION - Compensation is dependent on experience and qualifications. In addition to bases hourly salary, his position include opportunities for commission and incentive compensation based on corporate and private event sales and booked internal event revenue.