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Hospitality
Event Planner
Hamden, CT
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The Event Coordinator owns day-of execution for events at The Vue — running each event from pre-event prep through post-event wrap using the established Event Checklist & Timeline, and serving as the on-site point of contact for clients and staff while an event is underway.
This is an execution-focused role:
it does not include ordering, inventory, vendor contracting, staffing/scheduling decisions, or setting service standards — those remain with the Operations Manager — Standards. The Event Coordinator's job is to make sure the event that was planned and ordered for actually runs on time and without surprises. Key Responsibilities Pre-Event Preparation Review each event's BEO and populate the Event Checklist & Timeline (Event Snapshot, day-of clock times) following the standard 14/7/3-days-out, day-before, and morning-of cadence. Flag any gaps in the BEO — missing headcount breakdown, load-in/setup time, vendor list, day-of point of contact, serve-time sequencing, bar hours — to the Operations Manager before event day rather than guessing. Confirm room and space setup matches the BEO (tables, linens, place settings, staging, signage) by coordinating with the Setup/Facilities lane — without sourcing or ordering rentals directly. Walk the granular, action-level timeline with Kitchen (BOH), Service (FOH), and Bar leads so every team knows its cues before the event starts. Day-of Execution Serve as the Management/Point-of-Contact lane on the Event Checklist for the duration of the event. Run the event against the day-of timeline (doors unlocked and alarm disarmed, lights and HVAC set, chafing dishes staged and then lit and holding temp, service and bar cues, cake-cutting, etc.), keeping every lane on schedule. Act as the on-site contact for the client during the event — greet, manage in-the-moment timing changes, and resolve day-of questions or concerns. Coordinate in real time between kitchen, service, bar, and setup staff to keep the event moving and address issues as they come up. Escalate anything requiring a purchasing, staffing, contractual, or policy decision to the Operations Manager — Standards rather than resolving it independently. Post-Event Wrap Walk the space after the event to confirm breakdown and cleanup are complete. Note any damages, shortages, or vendor issues and hand them off to the Operations Manager — Standards. Complete the post-event section of the Event Checklist and file it for the record. Provide brief debrief notes — what worked, what didn't — to inform future events.
