Event Sales Coordinator

Position Overview

The Event Sales Coordinator is a sales-focused role responsible primarily for managing inbound event inquiries and generating repeat business from past customers.

Approximately
70% of this role focuses on inbound lead conversion and client rebookings, while
30% focuses on maintaining relationships with venues and event plannersto support long-term referral growth.

This position manages event opportunities from initial inquiry through confirmed booking, ensuring accurate order details, strong communication, and seamless coordination with internal teams.

Success in this role requires:

• Strong inbound sales conversion
• Consistent follow-up with past clients
• Organized CRM management
• Professional relationship building with venues and planners

Inbound Lead Management and Conversion as a primary focus

Respond to and convert inbound event inquiries from customers, venues, and partners.

Responsibilities include:

• Responding promptly to inbound inquiries via phone, email, and website forms
• Qualifying customer needs including event type, guest count, venue, and entertainment preferences
• Presenting casino entertainment packages that match the client’s event goals
• Preparing and delivering quotes to prospective clients
• Maintaining consistent follow-up until the event is confirmed or closed
• Providing clear communication throughout the booking process

Maintain relationships with past clients and encourage repeat bookings.

Responsibilities include:

• Following up with past customers to generate repeat events
• Maintaining relationships with corporate clients, event organizers, and returning customers
• Identifying opportunities for annual events, recurring parties, or repeat bookings
• Reaching out to previous clients ahead of typical event seasons to generate additional bookings

Develop and maintain relationships with venues, hotels, and professional event planners.

Responsibilities include:

• Maintaining communication with existing venue partners
• Building new relationships with venues and planners in the local market
• Attending venue walkthroughs, open houses, or networking events when beneficial
• Positioning White Felt Casino Events as a trusted entertainment vendor
• Encouraging referrals and repeat partnerships from venues

Manage event opportunities from initial inquiry through confirmed booking.

Responsibilities include:

• Guiding clients through the booking process
• Confirming event logistics and entertainment selections
• Identifying opportunities for upsells such as additional games or upgrades
• Ensuring all event details are accurate prior to confirmation

Maintain accurate sales records within Hub Spot to support operations and reporting.

Responsibilities include:

• Managing all deals within Hub Spot from inquiry through booked event
• Entering and maintaining accurate event details including:
• Event date, time, and location
• Venue contact information
• Game selections, quantities, and add-ons
• Load-in and load-out timing requirements
• Venue rules or special requests
• Logging all inbound inquiries promptly
• Maintaining clear notes, emails, and documentation within deal records
• Using Hub Spot tasks and reminders for follow-ups and repeat outreach
• Reviewing deal accuracy prior to event execution to prevent fulfillment issues
• Maintaining CRM hygiene to support reporting and forecasting

Support successful event execution by coordinating with internal teams.

Responsibilities include:

• Communicating event details to operations and staffing teams
• Ensuring information entered in Hub Spot supports accurate event fulfillment
• Attending select events to support client satisfaction and venue relationships
• Representing White Felt Casino Events professionally on-site when needed

Success in this role will be measured by:

• Inbound lead response time and conversion rate
• Revenue generated from inbound leads
• Revenue generated from repeat customers
• Closed-won revenue and overall sales performance
• Maintaining a minimum close rate target of 65%
• CRM accuracy…