Venue Sales Coordinator

Friends of the Lost River, Inc. | 2818 Nashville Road | Bowling Green, KY 42101 lostrivercave.org/employment |  | office

The Venue Sales Coordinator is responsible for venue sales, venue bookings, day‑of venue operations and client relationships. The position also supports other aspects of the organization including, but not limited to, park events and operational activities for Lost River Cave. This position generates revenue by promoting venue spaces, developing client relationships, conducting site tours, managing reservations and contracts, and coordinating with internal departments to ensure successful events and exceptional guest experiences.

Lost River Cave provides venue and rental services but does not provide event‑planning services. The Venue Sales Coordinator explains venue options, policies, contracts, services, and rental requirements but does not plan events on behalf of clients.

This is a full‑time, salaried position requiring flexibility to work some evenings, weekends, holidays, and after‑hours events, as needed. Benefits include paid vacation and the opportunity to participate in health insurance and a retirement savings plan.

Develop and implement sales strategies to increase venue, group, corporate, organizational, community, and private rental revenue.

Identify and pursue new business, respond to inquiries and RFPs, and promote available venues, primarily the Cavern Nite Club, River Birch Room, and Nature Discovery Pavilion.

Collaborate with the team to develop, establish, and implement an Elopement Package, including package offerings, pricing, procedures, and marketing strategies

Continue expanding and maintaining the already established photography permit program to ensure it remains accessible, efficient, and responsive to the needs of photographers, while supporting the responsible use and protection of public spaces.

Conduct in‑person and virtual site tours and present venue options, services, policies, and rental requirements.

Build and maintain professional relationships with clients, vendors, community organizations, and business partners.

Serve as the primary liaison between clients, vendors, and Lost River Cave staff throughout the sales and contracting process.

Identify opportunities to increase revenue, expand business, improve client retention, and maximize facility use.

Monitor competitor pricing, services, and facilities to support sales strategies.

Manage reservations, contracts, signatures, insurance documentation, payments, reminders, and

approved refunds.

Explain and administer contracts, policies, and rental requirements while ensuring compliance.

Negotiate requests within established guidelines and obtain leadership approval for exceptions.

Maintain accurate sales leads, client records, contracts, schedules, billing information, and

Prepare sales, revenue, and operational reports for leadership.

Prepare for and present off‑site marketing events, including but not limited to bridal shows,

radio appearances, television appearances, community events, trade shows, and other promotional opportunities. Duties may require travel outside the immediate area. When applicable, mileage, lodging, and other approved travel‑related expenses will be reimbursed in accordance with established organizational policies.

Oversee event and rental operations for the Cave, Pavilion, and River Birch Room, including scheduling, setup coordination, event‑day operations, post‑event activities, and cleaning operations.

Coordinate public events and private rentals with management and other departments.

Maintain accurate event calendars and identify scheduling conflicts involving venues, staff,

equipment, tours, and park activities.

Coordinate event setups, equipment, facilities, and services to ensure readiness.

Monitor events, address client concerns, troubleshoot issues, and respond to unexpected

circumstances.

Provide on‑call and after‑hours support, as needed

Regularly review the appearance, cleanliness, safety, and overall readiness of the park and its

facilities…