Events Coordinator

Position Title: Events Coordinator (Part Time)

Reports to:  Sr. Manager Guest Services and Retail

Classification

Type: full-time, non-exempt position

Schedule:  Approximately 20-25 hours a week with occasional weekends, events, and holidays.

Minimum starting hourly rate: $15-$18 

Scott Family Amazeum Overview

The Scott Family Amazeum is a hands-on, interactive museum in Northwest Arkansas and recognized as a 501 (c)(3) non-profit organization. We create a fun environment where risk taking, imagining, problem solving, discovery, collaboration, and exploration bring children and adults together to learn and grow.

Core Purpose: The Amazeum exists to spark and nurture the curious and creative spirit in all of us.

Through experiences with the Amazeum, individuals and the community are engaged in building relationships and developing identities as creative, curious, and innovative shapers for the region. Learning at the Amazeum is an active, playful exploration that inspires curiosity. It is rooted in inquiry-based discovery and involves an element of risk. Hands-on learning opportunities allow guests to exercise critical thinking in the context of play.

The Amazeum facility includes approximately 50,000 square feet of indoor space and one acre of outdoor exhibition and activity space. The museum is located at the intersection of Museum Way and J Street in Bentonville, AR.

Position Summary

The Events Coordinator plans and executes a variety of events at the Scott Family Amazeum, including birthday parties and museum rentals. This role works directly with clients and internal teams to coordinate event details, prepare spaces, and ensure a smooth and welcoming guest experience from planning through event completion.

The Events Coordinator serves as a primary contact and day-of support for event clients and manages the Amazeum’s birthday party program, ensuring party packages, schedules, and materials are organized and delivered consistently. This is a hands-on role that combines client communication, logistical planning, and day-of event coordination.

Because many events occur outside regular museum hours, this role requires availability during evenings, weekends, and occasional early mornings.

Essential Functions 

Client Coordination & Event Planning

• Serve as a primary contact for outside groups hosting events at the Amazeum

• Work with event clients to finalize event details including schedules, room setups, guest counts, and logistics

• Communicate event details internally to ensure all departments are prepared

• Coordinate with external vendors including catering, beverage providers, and event rental partners

• Maintain organized records of event bookings, contracts, timelines, and client communications

• Confirm catering selections, vendor timing, and service logistics

• Assist with coordinating food and beverage service during events when necessary

Birthday Party Program Coordination

• Coordinate the museum’s birthday party program, ensuring party packages, schedules, and logistics are clearly organized

• Serve as a primary contact for birthday party hosts leading up to their event

• Ensure party materials, room setups, and schedules are ready for each celebration

• Monitor the program to ensure a consistent, fun, and well-organized experience for families

Event Setup & On-site Operations

• Prepare event spaces by arranging tables, chairs, signage, and other setup elements

• Set up and troubleshoot basic event technology including screens, microphones, and presentation equipment

• Coordinate vendor arrival, setup, and service logistics

• Ensure event spaces are fully prepared prior to guest arrival

• Serve as the on-site coordinator for events, ensuring timelines and logistics run smoothly

• Welcome hosts and guests and provide orientation to event spaces

• Troubleshoot issues during events and support guest needs

• Coordinate with Guest Services Associates assisting with event support

• Ensure spaces are reset and organized following events

Team Coordination & Training

• Train Guest Services Associates to support birthday parties and event operations

• Provide guidance on event procedures, guest hospitality standards, and setup expectations

• Coordinate staffing support with the Guest Services Manager when events require additional team members

• Maintain clear internal communication regarding upcoming events and operational needs

General Duties

The responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The Amazeum reserves the right to revise or change position duties and responsibilities as necessary to accommodate changing organizational needs.

Minimum Requirements: 

• 1+ year of experience in event coordination, hospitality, guest services, or a customer-facing role

• Strong organizational skills 

• Strong attention to detail

• Ability to work independently

• Ability to make decisions in a fast-paced environment

• Ability to manage multiple priorities and timelines.

• Excellent communication skills 

• Ability to collaborate effectively with internal teams and external vendors

• Comfortable performing hands-on event setup tasks including moving tables, chairs, and equipment.

• Availability to work evenings, weekends, and occasional early mornings

• Proficiency with Microsoft Office or Google Suite

All applicants must be able to:

●       Provide the necessary documentation to prove that you are a U.S. citizen, permanent resident, or a foreign national with authorization to work in the United States

●       Complete and pass a background check 

Physical Requirements

• Ability to remain in a stationary position and move throughout event spaces for extended periods of time, frequently during shifts/events lasting 6–8 hours or longer.

• Ability to regularly lift and carry up to 40 pounds and occasionally move items exceeding that weight with assistance (tables, chairs, event equipment, and supplies).

• Ability to push and pull carts, dollies, and other equipment used for event setup and breakdown.

• Ability to frequently bend, kneel, reach, twist, and perform repetitive physical tasks associated with event setup and reset.

• Ability to work in a fast-paced, high-energy environment with frequent interruptions and changing priorities.

• Ability to work in indoor and outdoor environments, including exposure to varying temperatures, moderate to high noise levels, and large crowds.

• Manual dexterity to operate event equipment (e.g., basic A/V, tools for setup) and handle detailed coordination tasks.

• Ability to safely navigate across multiple buildings and event locations on campus.

Preferred Skills: 

• Experience coordinating birthday parties, corporate events, or community events

• Experience working in museums, education organizations, or family-focused venues

• Experience coordinating with vendors such as catering or event services

• Bilingual proficiency (English/Spanish preferred)

 How to apply

Submit your completed Amazeum application, your resume and cover letter, via the Amazeum Career Portal.