VENUE EVENTS COORDINATOR
The Reserve A Grand Venue & Barrelhouse The Venue | Northwest Indiana
Take the Vision. Make It Happen. Deliver the Experience.
The Reserve A Grand Venue and Barrelhouse The Venue are seeking an organized, detail-oriented, and hospitality-minded Venue Events Coordinator to oversee the planning and execution of events at two of Northwest Indiana’s distinctive event venues.
The Venue Events Coordinator takes ownership of the client experience after the sale is complete, turning the details established by the Venue Sales Manager into a successful, well-executed event.
This role is responsible for coordinating with clients, vendors, venue staff, and internal teams to ensure every event is organized, on schedule, and delivered to the standards of the venues.
The ideal candidate is someone who thrives on details, stays calm under pressure, communicates exceptionally well, and genuinely enjoys making events happen.
WHAT YOU'LL DO
Own the Event From Handoff to Completion
- Receive a complete event handoff from the Venue Sales Manager and review all contracts, packages, client expectations, and special requests.
- Become the primary client contact once the event enters the planning phase.
- Build a strong relationship with each client and serve as their trusted resource throughout the planning process.
- Guide clients through event timelines, venue policies, logistics, and planning requirements.
- Maintain accurate and up-to-date event files, timelines, floor plans, vendor information, and other planning documents.
- Identify potential issues early and develop solutions before they impact the event.
Coordinate Event Planning
- Schedule and lead planning meetings, walkthroughs, and final event meetings.
- Develop detailed event timelines and day-of schedules.
- Coordinate setup requirements, room layouts, décor, rentals, food and beverage, entertainment, and other event details.
- Confirm event details and expectations with clients and vendors prior to each event.
- Coordinate with preferred and outside vendors to ensure everyone understands venue requirements, timing, access, and responsibilities.
- Ensure all required documentation, certificates, payments, and event details are completed before the event.
- Work closely with the Sales Manager when changes to the original contract or scope arise.
Execute Events
- Serve as the primary venue representative on event days.
- Conduct event-day walkthroughs and ensure the venue is properly prepared before guests arrive.
- Coordinate venue staff, vendors, and event activities according to the approved timeline.
- Monitor setup, guest arrival, transitions, food and beverage service, entertainment, and event flow.
- Ensure the venue, staff, and vendors are meeting established service and presentation standards.
- Troubleshoot issues quickly, professionally, and calmly.
- Make real-time decisions when unexpected situations arise.
- Remain visible and accessible to the client throughout the event.
- Oversee event breakdown and ensure the venue is properly secured and reset following the event.
Deliver an Exceptional Guest Experience
- Anticipate client and guest needs rather than simply reacting to them.
- Create a warm, professional, and highly organized experience for clients and their guests.
- Ensure clients feel confident that their event is in capable hands.
- Handle concerns or service issues with professionalism and a solutions-oriented approach.
- Protect the reputation and standards of both venues through every client and vendor interaction.
- Follow up with clients after events to gather feedback and identify opportunities to improve the experience.
Coordinate With Internal Teams
Work closely with the Venue Sales Manager, VP of Hospitality, venue staff, and other operational teams to ensure a seamless experience from booking through event completion.
The Events Coordinator will communicate important information regarding:
- Event schedules and timelines
- Client expectations and special requests
- Staffing requirements
- Food and beverage needs
- Vendor access and requirements
- Setup and breakdown
- Rentals and décor
- Potential operational concerns
- Changes to the original event scope
The goal is simple: the client should never feel the transition from sales to event coordination. It should feel like one continuous, well-managed experience.
THE IDEAL CANDIDATE
We are looking for someone who is naturally organized, composed, personable, proactive, and solutions-oriented.
You may be a great fit if you:
- Love hospitality and genuinely enjoy creating memorable experiences.
- Have exceptional attention to detail and strong organizational skills.
- Are comfortable managing multiple events, clients, vendors, and deadlines simultaneously.
- Communicate clearly and professionally with clients, vendors, and team members.
- Are confident leading meetings, walkthroughs, and event-day operations.
- Can create and manage detailed timelines and checklists.
- Think several steps ahead and anticipate potential problems.
- Remain calm and professional when things don't go according to plan.
- Are comfortable making decisions and solving problems independently.
- Have a strong understanding of customer service and hospitality.
- Can balance the client's wishes with venue policies, operational requirements, and budget considerations.
- Are comfortable working in a fast-paced environment where no two events are exactly alike.
- Have a professional presence and understand the importance of representing a premium venue.
- Are comfortable working evenings, weekends, and holidays when events require it.
- Are comfortable using scheduling software, CRM systems, email, spreadsheets, and other technology platforms.
- Are willing to jump in and help wherever needed to make an event successful.
EXPERIENCE THAT WILL SET YOU APART
Preferred candidates may have experience in:
- Wedding or event coordination
- Venue operations
- Hotel or resort operations
- Catering or food & beverage
- Hospitality management
- Event production
- Wedding planning
- Customer service or client management
A college degree in Hospitality, Event Management, Business, Communications, or a related field is preferred but not required.
WHAT SUCCESS LOOKS LIKE
Events run on time.
Clients feel confident and cared for.
Vendors know exactly what is expected.
Staff are prepared and informed.
Problems are solved before they become problems.
The venues look exceptional.
And every client leaves knowing their event was in good hands.
WHY JOIN OUR TEAM?
The Reserve A Grand Venue is a beautifully restored historic banking hall in Hammond, Indiana, featuring dramatic architecture, soaring ceilings, three-story windows, marble floors, and an elegant atmosphere designed for unforgettable celebrations.
Barrelhouse The Venue brings historic character and an industrial-meets-elegant atmosphere to Michigan City, creating a distinctive setting for weddings, celebrations, corporate gatherings, and special events.
As the Venue Events Coordinator, you will play a critical role in bringing the promise made during the sales process to life—ensuring that what the client envisioned, purchased, and planned actually happens.
This is where the sale becomes the experience.
ABOUT THE WANDERLUXE COLLECTION
The Reserve A Grand Venue and Barrelhouse The Venue are part of The Wanderluxe Collection, a Northwest Indiana-based hospitality company focused on creating exceptional guest experiences across vacation rentals, event venues, and hospitality properties. Through our growing collection of distinctive properties and experiences, we bring together the best of hospitality, service, and local expertise. Being part of The Wanderluxe Collection means working with a team that values professionalism, creativity, attention to detail, and a genuine commitment to making every guest and client experience exceptional.
POSITION DETAILS
Position: Venue Events Coordinator
Venues: The Reserve A Grand Venue & Barrelhouse The Venue
Location: Northwest Indiana
Reports To: VP of Hospitality
Works Closely With: Venue Sales Manager & Venue Operations Team
Schedule: Varies; Typically Tuesday–Saturday, with flexibility for evenings, weekends, and holidays based on event schedules
Compensation: Competitive salary based on experience
If you are an organized hospitality professional who loves events, thrives under pressure, and takes pride in making every detail come together, we would love to meet you.
Join us in creating exceptional events and experiences people will remember for a lifetime.
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Can you reliably commute between venues in both Michigan City & Hammond with your own vehicle?
Work Location: In person
