Venue Details

●      Venue Name: Litchfield Park Arts Center @ The Thomas

●      Venue Location: 447 S Old Litchfield Rd., Litchfield Park, AZ 85340

●      Venue Type: Wedding and Event Space

Scope of Responsibilities – Event Coordinator

(TBD Co. or Mrs.) will provide comprehensive venue management services for Litchfield Park Arts Center @ The Thomas, including but not limited to the following categories:

Client Coordination

• Act as the primary point of contact for all prospective and booked clients.

• Conduct venue tours, consultations, and walkthroughs.

• Manage inquiries, bookings, and follow-ups

• Ensure that all clients receive and sign venue rental agreements

• Collect required documentation (insurance, vendor info, payments, etc.).

Booking & Calendar Management

• Maintain an up-to-date master booking calendar

• Prevent double bookings or scheduling conflicts using CRM platform - Triple Seat

• Coordinate client and vendor access times for setup, events, and breakdown.

• Track payment schedules and deadlines.

Vendor & Event Day Coordination

• Provide clients with a list of preferred vendors, if applicable.

• Ensure all vendors follow venue rules and provide proof of insurance.

• Be on-site for event setup and breakdown.

• Supervise vendor load-in/load-out and ensure a smooth flow.

• Troubleshoot and resolve any logistical issues during events.

Venue Operations & Oversight

• Open and close the venue for all scheduled events.

• Ensure the venue is clean, safe, and ready before each event

• Manage lighting, temperature, restroom supply stock, and other elements affecting guest comfort.

• Report and coordinate necessary repairs or maintenance.

• Monitor adherence to occupancy limits, noise ordinances, and other local regulations.

Compliance & Insurance

• Ensure all clients and vendors meet the venue's insurance requirements.

• Maintain documentation for all signed contracts

• Assist in implementing and updating safety and emergency protocols.

Post-Event Duties

• Conduct post-event venue walkthroughs to assess damages or extra cleaning needs.

• Coordinate cleaning staff after events

• Provide post-event reports to Venue Owner (including incident logs if applicable).

Marketing & Promotion

• Represent LPAC_TheThomas Instagram via existing social media page

• Create and respond to online inquiries via platforms The Knot, WeddingWire, or Google.

• Collect and share client testimonials and photography (with permission).

• Attend or coordinate planner open houses, or styled shoots.