Event Day-of Coordinator
The Vue at Heritage Harbor
Department: Hospitality
Reports To: Event Sales & Group Bookings Manager
Employment Type: Part-Time, Hourly / Event-Based
Location: The Vue at Heritage Harbor | Ottawa, Illinois
About Heritage Harbor & The Vue
Heritage Harbor is a premier waterfront resort community located along the Illinois River in Ottawa, Illinois, in the heart of Starved Rock Country. The resort brings together waterfront living, vacation experiences, recreation, dining, events, and hospitality in a unique destination environment.
The Vue at Heritage Harbor is our premier waterfront event venue, hosting weddings, receptions, corporate gatherings, private celebrations, community events, live entertainment, speaker programs, and other special events.
Hospitality is at the center of what we do. Our goal is to create memorable experiences through exceptional service, attention to detail, and a team that genuinely enjoys taking care of people.
Position Summary
The Event Day-of Coordinator is a part-time, hourly, event-based position responsible for ensuring events at The Vue are executed smoothly, professionally, and according to the established event plan.
Working from the details provided by the Event Sales & Group Bookings Manager, the Event Day-of Coordinator serves as the primary on-site venue contact for the client, vendors, and The Vue's event staff.
This position requires someone who is organized, confident, calm under pressure, highly attentive to detail, and comfortable making decisions in a fast-paced environment.
Most importantly, the Event Day-of Coordinator allows our clients to enjoy their event while The Vue team handles the details behind the scenes.
Our Work Environment
We want The Vue to be a place where people enjoy coming to work.
Events can be busy and sometimes unpredictable, but they should also be rewarding and fun. Our team works together, communicates openly, supports one another, and approaches challenges with a positive, solution-oriented attitude.
The Event Day-of Coordinator plays an important role in creating that environment by setting the tone for the event team, communicating clearly, staying calm when plans change, and making sure team members have what they need to be successful.
We believe professionalism and a positive workplace can go hand in hand. We want our team to work hard, take pride in what we do, support each other, and have fun creating memorable experiences for our guests.
Key Responsibilities
Event Leadership & Execution
- Review event details, timelines, floor plans, beverage plans, vendor information, and special requests before the event.
- Ensure The Vue is properly prepared and presentation-ready before the client, vendors, and guests arrive.
- Lead the on-site execution of the event according to the established event plan and timeline.
- Serve as the primary venue contact for the client and vendors during the event.
- Coordinate event transitions and key moments to help keep the event on schedule.
- Anticipate potential issues and address them before they impact the client or guest experience.
- Make reasonable operational decisions when unexpected situations arise and communicate significant concerns to management.
Client & Guest Experience
- Welcome the client and ensure they feel confident their event is in good hands.
- Provide attentive, professional, and approachable service throughout the event.
- Respond promptly to client and guest questions or concerns.
- Resolve issues discreetly whenever possible without unnecessarily involving the client.
- Ensure venue policies are followed while maintaining a positive and hospitable approach.
- Look for opportunities to go above expectations and create a memorable experience for the client and their guests.
Vendor Coordination
- Welcome and direct caterers, DJs, musicians, photographers, florists, decorators, rental companies, and other vendors.
- Confirm vendor setup locations, arrival times, access, and event requirements.
- Coordinate with vendors throughout the event to help maintain the established timeline.
- Ensure vendors follow The Vue's policies and use designated areas appropriately.
- Communicate changes, questions, or concerns with the appropriate vendor contact.
Event Team Leadership
- Provide direction and support to bartenders and other event staff.
- Conduct a brief pre-event team meeting to review the event timeline, assignments, special requests, and important information.
- Assign setup, service, monitoring, and closing responsibilities as needed.
- Maintain clear communication with the team throughout the event.
- Step in and assist wherever necessary to keep the event running smoothly.
- Lead by example and help create a positive, respectful, and team-oriented work environment.
- Address staff concerns professionally and communicate significant matters to the Event Sales & Group Bookings Manager.
Venue & Beverage Oversight
- Conduct a pre-event walkthrough to ensure event spaces, restrooms, bars, entrances, outdoor areas, and other guest-facing spaces are clean and ready.
- Monitor the appearance and condition of The Vue throughout the event.
- Coordinate lighting, temperature, doors, furniture, and other venue-related needs as appropriate.
- Confirm the bar is properly set up, stocked, and ready before service begins.
- Ensure bartenders understand the beverage package, specialty drinks, hosted-bar arrangements, drink tickets, and other event-specific requirements.
- Support bartenders in responsible alcohol-service decisions.
- Address outside alcohol or beverage-policy concerns when necessary.
- Coordinate last call and bar closing according to the event plan and venue requirements.
- Monitor guest activity and address safety, property, or conduct concerns appropriately.
Event Closing
- Coordinate the conclusion of the event and guest departure.
- Ensure vendors and event staff complete assigned breakdown and closing responsibilities.
- Confirm remaining beverages, supplies, equipment, décor, and client belongings are handled appropriately.
- Conduct a final walkthrough to identify damage, excessive cleaning needs, lost items, or other concerns.
- Ensure The Vue is secured and event spaces are left clean, organized, and ready for the next event.
- Document and communicate important event notes, incidents, client feedback, damage, or necessary follow-up to the Event Sales & Group Bookings Manager.
The Event Day-of Coordinator's shift is complete once all assigned event, closing, and venue responsibilities have been completed.
What We're Looking For
The ideal Event Day-of Coordinator:
- Genuinely enjoys hospitality and working with people.
- Brings a positive attitude and energy to the workplace.
- Is organized and pays close attention to details.
- Communicates confidently, clearly, and professionally.
- Can provide direction without creating unnecessary stress.
- Remains calm when plans change or problems arise.
- Thinks ahead and anticipates what will be needed next.
- Is comfortable making decisions and solving problems.
- Knows when to handle an issue independently and when to involve management.
- Works well with clients, vendors, guests, and coworkers.
- Understands that weddings and special events are important moments for our clients.
- Leads by example and is willing to help with any reasonable task necessary to make the event successful.
Qualifications
- Previous experience in hospitality, weddings, events, restaurants, hotels, resorts, guest services, or a related environment preferred.
- Event coordination or supervisory experience is strongly preferred.
- Strong organizational and time-management skills.
- Excellent communication and customer-service skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong problem-solving and decision-making skills.
- Ability to professionally manage challenging guest, client, vendor, or staff situations.
- Ability to learn and enforce The Vue's event, beverage, safety, and facility policies.
- Availability to work evenings, weekends, and holidays based on the event schedule.
- BASSET certification is preferred and may be required based on responsibilities.
Employment & Scheduling
The Event Day-of Coordinator is a part-time, hourly, event-based position. Hours will vary depending on The Vue's event calendar and are not guaranteed.
Event Day-of Coordinators are paid for all hours worked, including required event preparation, pre-event meetings, setup oversight, event execution, breakdown, and assigned closing responsibilities.
Shifts will generally begin before the scheduled event to allow adequate time for venue preparation, vendor arrival, staff coordination, and event setup and will continue through event breakdown and closing.
Evening and weekend availability is important. Event Day-of Coordinators may be scheduled for:
- Weddings and receptions
- Rehearsal dinners
- Corporate events
- Private parties and celebrations
- Community events
- Live entertainment
- Speaker programs
- Heritage Harbor events and programming
- Other special events hosted at The Vue
Physical Requirements
This is an active event position. The Event Day-of Coordinator must be able to:
- Stand and walk for extended periods.
- Move throughout the venue and surrounding event areas.
- Bend, reach, lift, and assist with event setup or supplies when necessary.
- Work indoors and outdoors as event needs require.
- Work comfortably around crowds, music, varying temperatures, and high levels of activity.
The Vue Hospitality Standard
The Event Day-of Coordinator sets the tone for the event. When something changes, guests should see confidence — not chaos. When a client has a question, they should know exactly who to turn to. When the team gets busy, they should have someone providing clear direction and support.
We expect our Event Day-of Coordinators to lead with hospitality, anticipate needs, solve problems, support their team, and take ownership of the guest experience.
Our goal is for clients to enjoy their event because they trust that The Vue team has everything handled. The Event Day-of Coordinator is a major part of making that happen.
Pay: $22.00 - $25.00 per hour
Benefits:
Experience:
- Event planning: 1 year (Required)
Shift availability:
- Night Shift (Required)
- Day Shift (Required)
Work Location: In person
