Special Event Coordinator
Job Description
Job Title: Keystone Neighbourhood Special Events Coordinator
Supervisor: Special Events Senior Manager
Position: Full Time, Year-Round, Salaried
Qualifications & Requirements:
Experience
- 2+ years of experience in event coordination or management
- Experience in food & beverage or bar operations preferred
- Exposure to marketing, sales, or leisure/tourism industry a plus
- Experience in live events, music, or production preferred
Skills & Competencies:
- Strong organizational and time-management skills
- Excellent communication and interpersonal abilities
- Ability to manage multiple priorities in a fast-paced environment
- Detail-oriented and self-motivated
- Strong team collaboration skills
Technical Skills:
- Proficiency in Microsoft Office Suite
- Familiarity with Adobe Acrobat and social media platforms
- Knowledge of QuickBooks and Adobe Creative Suite a plus
Physical & Schedule Requirements:
- Ability to lift up to 30 lbs
- Ability to work outdoors and perform physical event setup tasks
- Flexible schedule including evenings, weekends, and holidays
- Required attendance at major events and festivals
Position Overview
The Special Event Coordinator is responsible for the on-the-ground coordination and execution of the KNC’s public and private events throughout the year. This role supports both winter venue programming at Warren Station and Summer Festivals and events across Keystone properties, including River Run Village and Quaking Aspen.
The position ensures seamless event execution through detailed planning, logistics coordination, and communication, allowing leadership to focus on strategic planning, partnerships, and financial operations.
Seasonal Responsibilities
Winter Focus: Warren Station Public & Private Events
Work closely with the Special Events Senior Manager, Marketing Coordinator and Warren Station Venue Coordinator to execute venue programming and support private/group bookings.
Event Operations & Logistics
- Coordinate KNC bartender trainings, scheduling and pre event communication
- Oversee the KNC’s volunteer program (scheduling, communication, management)
- Develop and distribute operational run-of-show documents to distribute to operations staff
- Create and implement venue maps and layouts to ensure a smooth set up and tear down.
- Manage event setup, flow, and door entry processes
- Coordinate any third party event involvement. Sound tech, band, catering, outside event contractor.
- Develop, print and install event signage (entry, security, wayfinding)
Financial & POS Management
- Manage Eventbrite Advance Sales Ticketing System
- Work with the team to develop ticket packages
- Build packages in Eventbrite along with event description, date, age and inventory along with strategic pricing.
- Manage onsite Clover POS system- bar operations:
- Cash handling procedures
- Bank and check requests
- Inventory tracking and reporting
Bar & Inventory Management
- Coordinate bar operations with Venue Coordinator:
- Bar product ordering
- Sponsorship product placement
- Drink menu development
- Alcohol inventory management
Marketing & Communications
- Assist with social media marketing and promotions
- Participate in idea generating and brainstorming sessions
- Research and stay current with social media trends.
- Develop and distribute event information:
- Event fact sheets
- Google Calendar updates
- Website updates (multiple platforms)
- Poster scheduling and distribution
- Email marketing assets
- Consolidated event calendars and distribution of those calendars to key partners
- Build photo libraries and organize communication assets
Summer Focus: Festivals & Large-Scale Events
Work with the Director of Marketing and Events and Special Events Senior Manager along with the rest of the team to conceptualize and execute KNC-produced and third-party events.
Event Planning, Execution & Operations:
- Work with the team to develop attractive, forward thinking events and festival concepts in order to keep the KNC Festival schedule fresh and enticing to the Keystone Summer guest.
- Work throughout the year with the team on high level event planning and strategy including:
- Website development and messaging
- Festival and event ticket strategy, pricing and set-up
- PR and outreach opportunities
- Marketing strategies and new ideas
- Lead on-site coordination of the KNC’s summer festivals and events:
- Setup and teardown oversight of festivals and events
- Vendor and partner coordination
- Volunteer and staff management
- Bartender recruitment and oversight
- Event sales operations and cash handling
- Inventory tracking
Entertainment Coordination:
- Support entertainment booking logistics and artist relations:
- Travel and lodging coordination
- Hospitality management
- Load-in/load-out coordination
- Pre- and post-event communication
KNC Operations Liaison:
- Coordinate festival and event setup and breakdown across all departments
- Develop and manage operational plans and supply orders
- Participate in KNC team operations meetings
- Oversee event breakdown and site restoration post-event
Vendor, Village & Volunteer Coordination
- Assist in pre/post-event planning and execution:
- Volunteer & beneficiary program management including beneficiary management, schedule development, training and execution.
- Merchant and village participant relations – food vendor recruitment and management
- Festival and event layout, mapping and logistics
- Vendor load-in/load-out coordination
- Brewery/vendor check-in / out processes
Sponsorship & Asset Management
- Work with the team and assist with KNC sponsor recaps and reporting:
- Organize and catalog media assets (photos, videos, PR) related to event sponsors
- Track sponsor deliverables and activations
Inventory Management
- Conduct pre and post-season inventory of event infrastructure and materials across all storage locations
Marketing Support
- Assist Marketing Coordinator with:
- Website updates: event description, information and schedules
- Blog content creation
- Asset creation along with social media planning and execution
- PR outreach and media coordination
- Poster distribution plan and management
Additional Support
- Assist with weddings and private events at Warren Station as needed
- Perform other duties as assigned
Employment Dates: Immediate
Salary: Starting at $53,000 annually (DOE)
Application Process: For more information about the Keystone Neighbourhood Company, please visit our websites
· www.keystoneneighbourhood.com
Annual Performance Bonus: Up to 10% of base salary based on a percentage of annual goal achievement, paid in the first quarter of the following year. This benefit will begin in 2026, and be prorated from the first day of work, to pay out first quarter of 2027 and is solely contingent on the Executive Director discretion and budgetary constraints.
Benefits: $550.00 / month lodging stipend included in your paycheck. Full time status includes vacation and sick time, health, dental, vision, accidental death and dismemberment, long term disability and life insurance. Simple IRA plan (similar to 401K) with matching benefits (up to 3% of salary) and Health Savings Account with 50% matching benefit available after one year of employment. Please review details with the Business Manager.
Ski Pass: Epic Local or Summit Value ski pass or equivalent benefit for 2027-2028 season. Future ski pass or equivalent benefit dependent on future budgetary constraints.
PTO: Total time off throughout the first year and prorated from start date for sick time and after 30 days of employment for vacation time, is 80 hours vacation and 80 hours sick time accrued at 3.08 hours per pay period for the first year. Vacation time is accrued as outlined in the employee handbook and the first year of employment. Sick time remains at 80 hours per year. National holidays and holidays sanctioned by the KNC do not apply to PTO time. The KNC has a comp time benefit that will be discussed if it applies. All vacation time needs to be pre-approved by the Department Manager/Director, Business Manager and/or Executive Director. Sick time must be documented as soon as possible but no late than one day after returning to work and the KNC may require documentation for health care providers.
- *No walk-ins or phone calls please.