Sales and Events Coordinator

Reports to: Director of Event Sales and Experiences

Under the direction of the Director of Event Sales & Experiences, the Sales and Events Coordinator supports the planning, coordination, and execution of high-quality private, partner, sponsor, and community events at Loveland Living Planet Aquarium. This position assists with event sales, client communications, logistics, vendor coordination, and on-site event execution to ensure exceptional guest experiences and successful event outcomes.

• Bachelor’s degree in hospitality, event management, communications, marketing, or a related field from an accredited college or university preferred
• Equivalent professional experience may substitute for education requirements
• High school diploma or GED required
• 1+ years of experience in hospitality, event coordination, sales support, or related roles
• Strong commitment to exceptional customer service and guest experience
• Ability to manage multiple priorities in fast-paced, deadline-driven environments
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent verbal and written communication skills
• Friendly, professional, and relationship-focused demeanor
• Ability to work independently and collaboratively across departments
• Experience maintaining databases and tracking event information
• Proficiency in Microsoft Office applications
• Experience with CRM or event management software preferred
• Ability to problem-solve and adapt during live events and changing priorities

• Support the event planning and design of events, upselling event add-ons, and event execution
• Maintain and communicate accurate and current event information via timely phone calls, emails, and in-person meetings with appropriate departments, teams, and frontline team members to ensure the delivery of events and an outstanding guest experience
• Schedule walk-throughs and site tours with potential and current Clients
• Maintain accurate and current databases of events; managing, tracking, recording, and reporting event data
• Generate and share event plans and summaries, agendas, production schedules, and confirmation emails to team members
• Maintain and update event lead and event opportunity records
• Work effectively across departments to ensure all events are successfully executed
• Work closely with catering partner(s) for all event needs
• Understanding and application of all facility rental and event policies, procedures, guidelines, and safety procedures
• Establish and maintain relationships with outside event vendors, partners, and consultants including contractual documentation in collaboration with the sales and events team
• In collaboration with the sales and events team, ensure web information and promotional materials for all events are accurate
• Be the point of contact and/or on-site contact for specified events as determined by the sales and event team
• Train on site LLPA event staff
• Inventory and asset management of event equipment, supplies, and décor
• Completion of all other duties as assigned

• Evening, weekend, holiday, and occasional overtime work is required based on scheduled events and operational needs
• Some local travel and off-site event support may be required

• Extended periods of standing and walking
• Periods of sitting with data entry

• Work may be performed around water features, animals, audiovisual equipment, and event production equipment
• Work may occur indoors and outdoors, including evenings, weekends, and off-site locations
• Fast-paced event environments may require flexibility and adaptability during live operations

While this job description attempts to describe the essential functions of the position, it does not prescribe or restrict the tasks that may be assigned. It does not restrict management’s right to assign or reassign duties or responsibilities to this job at any time. The overall work environment while performing this job includes exposure to weather conditions and the noise level is usually moderate.

The employee is expected to adhere to all policies and to act as a role model in the adherence to the policies.