Event Planner: Private Events

Hi! We’re SPARK SocialWe activate outdoor spaces through food, events, and vibrant shared experiences. Our parks bring communities together through food trucks, beer and wine gardens, mini-golf, reservations, private events, and public programming.Private events are a major part of what we do. From corporate outings and celebrations to fundraisers and family reunions, these events bring people together in unique outdoor environments.The Private Events Planner is responsible for transforming customer vision into memorable experiences.The RoleWe are seeking a Private Events Planner to coordinate and execute private events across our parks and off-site services.This role ensures that once an event is sold, all logistics are clearly planned, documented, and communicated so that the event can be delivered successfully.The Private Events Planner serves as the primary client contact during the planning process, coordinating vendors, internal teams, and operational details.This role sits at the intersection of sales, logistics, and hospitality.The Sales Manager is primarily responsible for outbound lead generation and closing new business, while the Private Events Planner focuses on event readiness and successful execution.The Private Events Planner may also assist with inbound event inquiries and conversions, working within the systems and sales standards established by the Sales team.What This Role Actually DoesEvent Planning & Client CoordinationServe as the primary point of contact for clients after an event has been booked.Guide clients through the planning process and ensure all details are clearly documented and communicated.Responsibilities include:Developing event timelines and logisticsConfirming reservation details and guest countsCoordinating food and beverage plans with vendorsManaging event add-ons such as rentals, entertainment, or experiential componentsEnsuring clients understand how the park operates and what to expectClear documentation and communication are essential so that operational teams can execute events smoothly.Sales Collaboration & Event FeasibilityPrivate events often move through several stages before they occur. While the Sales Manager focuses on generating and closing opportunities, the Private Events Planner ensures each event is operationally ready for execution.This includes reviewing event details before or immediately after bookings are confirmed to ensure clarity and feasibility.Responsibilities include:Reviewing proposals and commitments made during the sales processConfirming timelines, space usage, guest counts, and event structureIdentifying logistical challenges or operational conflicts earlyCollaborating with the Sales Manager to adjust plans when necessaryEnsuring event details are documented clearly in the CRM and internal systemsThis process ensures that what is sold can be delivered consistently and successfully once the event reaches the park.Vendor & Logistics CoordinationMany events involve additional vendors and service components.The Private Events Planner is responsible for coordinating logistics such as:Food vendors or catering servicesEntertainment or experiential vendorsRentals and event equipmentAlcohol service logistics when applicableEvent timelines and vendor arrivalsThe goal is to ensure every event has a clear and realistic operational plan.Internal CoordinationPrivate events involve collaboration across many parts of the organization.The Private Events Planner regularly works with:The Sales Manager, who generates and closes new businessThe Hospitality Operations Manager, who oversees park operations and Guest Experience HostsFacilities teams responsible for maintaining the parkFood vendors operating within the parkProgramming teams coordinating public eventsBecause Guest Experience Hosts provide much of the on-the-ground support for events, the Private Events Planner must clearly communicate operational needs ahead of time.Event ExecutionDepending on the complexity of the event, the Private Events Planner may attend events on-site to coordinate execution.Responsibilities may include:Ensuring vendors arrive and set up correctlyCoordinating with Guest Experience Hosts assisting the eventGreeting clients and confirming event detailsTroubleshooting logistical issuesEnsuring the event runs smoothly for guestsEvents often occur evenings and weekends, so flexibility in scheduling is required.Inbound Event Sales SupportWhile outbound sales is primarily handled by the Sales Manager, the Private Events Planner may assist with inbound event inquiries when appropriate.Responsibilities will include:Responding to inbound event inquiriesPreparing proposals and pricing guidanceConverting qualified inbound leads into booked eventsWorking within the CRM and sales standards established by the Sales teamThis requires someone comfortable balancing sales awareness with operational planning.About YouHighly Organized: You can manage many timelines and details simultaneously.Strong Communicator: You communicate clearly with clients, vendors, and internal teams.Collaborative: You work effectively with many departments to coordinate complex events.Problem Solver: You stay calm under pressure and adapt quickly when plans change.Service-Oriented: You want clients and guests to have excellent experiences.Background & Experience2–4+ years of event planning, venue, hospitality, or catering experienceExperience coordinating vendors and logisticsStrong project management and organizational skillsComfort working in fast-moving hospitality environmentsEnglish fluency requiredConversational Spanish requiredHow We Measure SuccessEvents run smoothly and according to planClients feel supported and satisfiedEvent details are clearly documented and communicated to operational teamsStrong collaboration with sales and park operations teamsRepeat clients and referrals generated through positive event experiencesReal TalkEvents are joyful for guests and intense for the people producing them.Planning requires managing many moving parts, and event days often require quick problem-solving when unexpected issues arise.You may be working while others are celebrating — helping create memorable experiences for hundreds of guests at a time.If coordinating complex logistics and bringing events to life sounds fulfilling, you’ll likely thrive in this role.ScheduleFull-time positionPlanning typically occurs during business hoursEvents often take place evenings and weekends, as part of your 40 hours/week (not in addition to) Compensation & BenefitsSalary: $70,000 – $80,000 annually, depending on experienceCommission opportunities available for events bookedAfter 90 days of employment, Sick Pay, Health Insurance, 401k, Pre-Tax Transit, and Paid Time Off are available to full-time employeesFair ChanceWe are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.