SUMMARY DESCRIPTION
The Chesapeake Bay Maritime Museum (CBMM) is seeking a Venue Coordinator to oversee the on-site logistics of weddings and private events. This role serves as the primary point of contact during events, ensuring smooth execution from setup through breakdown while upholding CBMM’s venue policies and high standards of service.
This is a part-time, hourly position requiring weekend and evening availability, with occasional weekday office hours for administrative tasks.
PRIMARY RESPONSIBILITIES
Venue Coordination & Logistics:
Serve as the primary on-site coordinator during weddings and private events, ensuring all logistics run smoothly
Primary site contact for event vendors (event planners, caterers, tents/rentals, entertainers, AV, security, custodial, etc.)
Work closely with the Event Manager on developing event orders, to include client information, vendor list, load-in/out details, timelines, set-up details, work requests, and additional notes/special requests.
Monitor the timeline and assist in coordinating transitions between event phases (e.g., ceremony to reception). Respond proactively to any on-site issues that arise, working to resolve them efficiently.
Oversee & assist in setup and breakdown as needed, including moving equipment, tables/chairs/benches, etc.
Enforce venue & museum policies and procedures, ensuring client and vendor compliance with noise, decor, and catering guidelines.
Maintain the cleanliness and organization of event spaces throughout the event.
Oversee breakdown and cleanup efforts, ensuring vendors adhere to agreed-upon timelines and the venue is returned to its original condition.
Secure the venue at the end of each event, ensuring all buildings are locked and equipment is secured
2. Vendor & Client Coordination
Oversee vendor load-in/out and setup, ensuring compliance with venue policies and timelines.
Provide day-of guidance to vendors and clients regarding venue logistics and restrictions.
Administrative & Office Duties
Assist with event paperwork and communication with clients, vendors, and staff
Document post-event incident reports, vendor feedback, and any necessary follow-ups
Maintain accurate records of set-up requests for CBMM’s Building & Grounds, event layouts, and operational checklists.
Physical & Work Environment Requirements:
Physically demanding role requiring standing, lifting, moving tables and chairs, and working outdoors
Comfortable working in varied weather conditions, including heat/cold, humidity, and rain.
Work Schedule Requirements:
Part-time seasonal, hourly position, with most hours on weekends and evenings.
Occasional weekday office hours for administrative tasks.
Shifts will vary based on event bookings, typically ranging from 6-12 hours per event, including evenings, weekends, and some holidays.
Typical work week – Friday vendor coordination and setup (4-6 hours), Saturday event coordination (10-12 hours)
Seasonality – Coordination required from April through November. busiest months are May, June, September, October
KEY ATTRIBUTES
1-3 years of experience in customer service, hospitality, or event coordination preferred
Knowledge of basic event catering functions and industry best practices.
The ability, even under pressure, to interact with guests, vendors, and staff in a proactive, positive, and enthusiastic manner.
Ability to manage multiple event details and stay on top of logistics
Strives to create a seamless and enjoyable experience for all guests.
Proficiency in Microsoft Office, event software, and email communication.
Self-motivated with the ability to work both independently and collaboratively.