Coordinator, Event Services, Full-time, Temporary

DescriptionSouth Coast Botanic Garden’s mission is to connect ALL to the wonders of nature and create offbeat experiences that inspire stewardship and sustainability. The 87-acre destination is an oasis of curated gardens and natural landscapes built atop a reclaimed landfill, serving as a powerful example of environmental renewal.

From the Dorothy and John Bohannon Rose Garden to the Dorothy and Allen Lay Staghorn Fern Collection and immersive seasonal exhibits, the Garden offers guests unique opportunities to engage with nature. With continued growth and exciting new developments ahead, this is an exciting time to join a dynamic and evolving organization.

South Coast Botanic Garden fosters a workplace culture where strategic focus and cultural health go hand in hand. Team members are collaborative, adaptable, and committed to supporting the Garden’s mission and guest experience.

POSITION TITLE

Coordinator, Event Services

REPORTING RELATIONSHIP:

Reports to Manager, Event Services

Position Summary

The Coordinator, Event Services, provides hands-on support for Garden events, programs, exhibits, rentals, and special projects. Reporting to the Manager, Event Services, this position transports equipment and materials; sets up and breaks down event spaces; assembles displays, furnishings, and décor; and assists with basic fabrication and temporary installations.

The Coordinator works collaboratively with Garden departments, vendors, and contractors to complete assignments safely, accurately, and on schedule. The role requires mechanical aptitude, practical problem-solving skills, attention to detail, and flexibility as event needs and priorities change. Building and installation work is performed within the employee’s training and in accordance with approved plans, established procedures, and supervisor direction.

This is an active position involving physical work for most of each shift, primarily outdoors across the Garden’s grounds in varying weather conditions. Evening, weekend, and holiday availability is required to support scheduled events and programs.

ESSENTIAL DUTIES & RESPONSIBILITIES

Event Setup, Support & Logistics

Move, load, unload, and transport equipment, furniture, décor, staging, signage, tents, fencing, lighting, audio equipment, barricades, and other event materials throughout the Garden.
Set up, convert, and break down event and program spaces according to established layouts, schedules, and operational needs.
Support event load-ins, load-outs, rehearsals, room flips, and strikes.
Assist with event-related deliveries, pickups, and transportation of materials.
Maintain clean, organized, and guest-ready spaces before, during, and after events.
Support public programs, workshops, private events, seasonal exhibits, film shoots, facility rentals, internal events, and other special projects.
Respond to changing priorities and event needs with flexibility and a solutions-oriented approach.

Building, Fabrication & Installation

Assemble furniture, fixtures, displays, props, décor, signage, and other event and program elements according to approved plans, manufacturer instructions, and supervisor direction.
Build and modify simple structures, displays, platforms, and other temporary event elements using approved materials and methods, within the employee’s training and assigned responsibilities.
Measure, cut, drill, fasten, and assemble materials using appropriate tools and established safety procedures. Refer work requiring specialized expertise or additional approval to the Manager, Event Services
Safely use common hand and power tools following training and established procedures.
Develop practical solutions for installing, securing, displaying, or adapting event and décor elements.
Translate concepts, sketches, or instructions into practical physical installations.
Troubleshoot installation challenges and determine effective solutions.
Work collaboratively with event producers, designers, vendors, and Garden staff to execute event environments and installations.
Safely disassemble temporary installations and return materials and equipment to storage.
Maintain organized tools and fabrication materials used by the Event Services team.

Organization-Wide Service & Support

Provide responsive, hands-on support to departments throughout the organization, particularly in preparation for events, programs, exhibits, and special initiatives.
Respond to staff requests for help with moving, assembling, installing, building, modifying, or preparing materials and equipment.
Help colleagues solve practical production challenges and turn ideas into workable physical solutions.
Assist with temporary workspaces, staff areas, check-in areas, vendor areas, signage, displays, and other organizational needs.
Transport materials, supplies, furniture, and equipment between buildings, work areas, storage facilities, and event locations.
Collaborate with Production, Sales, Visitor Services, Marketing, Impact & Experiences, Horticulture, Education, Food & Beverage, and other Garden teams as needed.
Maintain a professional, helpful, and approachable presence while working throughout the Garden.
Represent the Garden positively and contribute to a welcoming experience for guests, colleagues, vendors, and partners.

Equipment & Asset Care

Clean, organize, transport, and store Garden-owned event and operational equipment.
Load and unload equipment from storage areas and utility vehicles.
Return equipment, tools, and materials to designated locations and maintain organized, accessible storage areas.
Perform regular assessments of event tools and operational gear, promptly flagging any damaged or malfunctioning assets to leadership for necessary repairs or replacements.
Ensure equipment, tools, and materials are clean, organized, functional, and ready for use.

Special Projects

Provide hands-on support for exhibits, seasonal activations, public programs, facility rentals, film shoots, donor events, and other organizational initiatives.
Assist with projects requiring lifting, moving, assembly, fabrication, installation, demolition, cleanup, or general labor.
Work with staff, contractors, vendors, and other partners to support successful project execution.
Protect Garden facilities, plant collections, equipment, and other assets while completing assigned work.