Private Events Coordinator

Private Events Coordinator

Toasted Hospitality — Chicago, IL
(Copper Club | Little Toasted | Florian | Eaves | Slightly Toasted | Asadito)

About the Role

Toasted Hospitality is seeking a highly organized, detail-driven Private Events Coordinator to lead and execute events across multiple flagship properties, focusing on Copper Club, Little Toasted, and our Lyric Opera of Chicago venues, Eaves & Florian.

This role sits at the center of our events business—owning the full lifecycle from inquiry to execution—while ensuring operational alignment across locations. You will report directly to the Director of Events and work closely with each location’s General Manager.

This is a full-time, hybrid role (4 days on-site / 1 days remote) with a mix of planning, sales, and on-the-ground execution.

Core Responsibilities

Event Planning & Client Management

• Meet with clients to understand their needs and vision; develop detailed proposals including timelines, floor plans, and budgets
• Serve as the primary point of contact from inquiry through execution—providing timely updates, answering questions, and managing expectations
• Drive event sales from inquiry → proposal → deposit
• Manage all administrative components, including contracts, invoicing, deposits, and payment collection

Logistics, Vendors & BEO Management

• Coordinate all event logistics including catering, décor, AV, rentals, entertainment, and external vendors
• Create, manage, and distribute comprehensive BEOs, ensuring accuracy and clear communication across all teams
• Track event-level costs and ensure each event meets profitability targets

Internal Communication & Team Coordination

• Lead weekly event meetings with management to review upcoming events, staffing, rentals, and operational notes
• Communicate effectively with GMs, chefs, bartenders, and support staff to ensure alignment on execution
• Maintain consistent communication across Copper Club, Eaves, Florian, and Little Toasted

On-Site Execution

• Oversee event setup, vendor arrivals, and on-site logistics to ensure all elements meet brand standards
• Execute clean handoffs to management for live service while remaining available for troubleshooting
• Proactively identify risks and implement contingency plans (weather, timing, staffing, equipment, etc.)

Administrative & Operational Support

• Maintain and organize event inventories (platters, signage, linens, labels, specialty equipment) across locations
• Develop and maintain standardized documents, tools, and processes to improve efficiency and reduce errors
• Track event inquiries, conversion metrics, event categories, and revenue performance

Measurables & Deliverables

Operational Standardization

• Update and maintain BEO Standardization Project, including:
• Capacity charts for all event spaces
• Shared repository of layouts, FAQs, policies, and client-facing materials
• Build and maintain updated Private Dining Guides for Copper Club and Eaves, including diagrams, setup standards, and pricing

Sales Performance

• Achieve ~10% annual event revenue growth at the store level (final targets based on historical baselines)
• Deliver year-over-year growth in personal event sales
• Improve conversion of Copper Club inbound inquiries (phone + walk-in) into booked events -

Customer Conversion & Experience

• Maintain response time targets (goal: within 24 hours)
• Meet proposal-to-deposit conversion benchmarks (targets to be finalized)

Schedule & Work Structure

Hybrid Schedule (Subject to Event Needs):

Monday

• Remote
• 540 Building Meeting — 2:00 PM

Tuesday

• Copper Club — 10:00 AM–6:00 PM

Wednesday

• Copper Club — 10:00 AM–6:00 PM

Thursday

• Eaves — 10:00 AM–3:00 PM (Team Meeting — 1:30 PM)
• Copper Club — 3:00 PM–6:00 PM

Friday -

• Little Toasted — 10:00 AM–3:00 PM (Team Meeting — 1:30 PM)

Evening and weekend availability required based on event schedule.

Ideal Candidate

• 2–5+ years in event coordination, hospitality sales, or restaurant operations
• Highly organized with strong attention to detail with ability to manage multiple projects simultaneously
• Strong written and verbal communication with a polished, professional tone
• Systems-oriented with experience in BEOs, google, adobe, event software
• Comfortable operating across multiple locations and teams
• Proactive, solution-oriented, ability to remain calm under pressure
• Demonstrates excellence in working in a fast pace environment while actively problem solving in a calm professional manner.

About Toasted Hospitality

Toasted Hospitality is a Chicago-based, family-owned restaurant group known for strong beverage programs, operational discipline, and high-touch guest experiences across multiple venues in the Loop and West Loop.