Lena Rodriguez
West Haven,CT
Summary
Personable event coordinator bringing several years of expertise in highly-personalized event planning. Recognized for consistently building relationships with clients and leading teams to successfully execute events. Seasoned veteran at negotiating with vendors and venues to secure cost-effective services.
Overview
14
14
years of professional experience
Work History
Event Coordinator
Classic Car Restoration - Blue Sky Classic Cars
Goshen , CT
01.2016 - 09.2024
- Developed event themes and concepts to ensure successful execution of events.
- Organized vendor contracts, negotiated fees, and ensured compliance with all regulations.
- Coordinated with internal teams to ensure timely delivery of products and services for events.
- Monitored budgeting process for each event to ensure cost efficiency.
- Created detailed reports outlining event planning progress, timelines, budgets, and other relevant information.
- Sourced venues for events in accordance with client needs and preferences.
- Collaborated with clients to identify their goals and expectations from the event.
- Managed logistics related to transportation, catering, entertainment, decorations for events.
- Ensured effective communication between vendors and suppliers before, during and after the event.
- Provided on-site support during the day of the event including problem solving if necessary.
- Conducted post-event evaluations to measure success of each program against objectives set forth by clients.
- Planned various activities such as seminars, workshops or conferences related to the event theme or topic area.
- Developed promotional materials such as flyers, brochures or posters for marketing purposes prior to each event.
- Facilitated meetings between vendors and clients in order to discuss overall project scope and timeline.
- Analyzed customer feedback surveys filled out after each program in order to improve future programs and events.
- Worked closely with audio visual technicians and other technical personnel in setting up equipment at the venue.
- Maintained an organized database of contacts using software applications like MS Excel and Access.
- Coordinated with media personnel such as photographers and videographers for capturing important moments during the event.
- Supervised staff members responsible for registration desk setup and management during events.
- Assisted guests throughout the duration of an event by providing directions or answering questions about available amenities.
- Led site walk-through and meetings prior with staff to discuss checklists and delegate assignments.
- Implemented sustainability practices in event planning and execution, reducing environmental impact.
- Negotiated contracts with venues, caterers, and entertainment providers to secure favorable terms and pricing.
- Resolved unexpected issues and emergencies during events, maintaining poise and ensuring participant satisfaction.
- Implemented comprehensive marketing strategies, including social media, email campaigns, and print advertising to maximize event attendance.
- Utilized event management software to track registrations, payments, and attendee feedback for continuous improvement.
- Coordinated logistics for international events, including travel arrangements, accommodations, and local regulations compliance.
Catering Assistant
Catering by Maria
Millerton, New York
04.2010 - 08.2023
- Assisted in setting up and breaking down catering events.
- Prepared food items according to recipes and instructions.
- Ensured quality control of all food products before serving.
- Organized buffet tables, beverage areas, and other service stations prior to events.
- Kept track of inventory levels for all necessary items such as chafing dishes, plates, utensils.
- Provided excellent customer service by interacting with guests during events.
- Cleaned kitchen equipment and surfaces after each event.
- Restocked supplies when needed throughout the duration of events.
- Received orders from clients and communicated details to the chef team accordingly.
- Maintained a safe working environment by adhering to safety protocols at all times.
- Inspected incoming shipments for freshness or damage before accepting them into the facility.
- Managed food costs by controlling portion sizes and waste minimization techniques.
- Ensured proper storage of perishables in walk-in refrigerators, freezers, and dry storage areas.
- Processed payments from customers for catering services received.
- Adhered to all health department regulations regarding food handling and sanitation practices.
- Supported chefs in preparing meals for large groups efficiently and on time.
- Followed strict guidelines set forth by executive chef or management team when prepping ingredients or assembling dishes.
- Plated finished dishes according to presentation standards set forth by the restaurant.
- Attended weekly staff meetings with management team to discuss upcoming events and new menu items.
- Assisted in developing menus based on seasonality of ingredients available locally.
- Set up and cleaned up food preparation and service stations before and after catered events.
- Assisted caterers with food distribution by organizing food products and plating items.
- Maintained cleanliness and organization of kitchen stations and storage areas.
- Listened to negative and positive feedback from guests to improve customer service quality.
- Interacted with guests to obtain feedback on product quality and service levels.
- Wiped down surfaces and cleaned plates, utensils and trays to sanitize catering space after events.
- Served guest tables by transporting meals and beverages from kitchen and bar areas.
- Checked supply levels and replenished items as needed for dining and catering functions.
- Filled in for absent workers by performing wide variety of food service work.
- Reconciled oral instructions with written order sheets to achieve correct and organized product setup.
- Reviewed number of utensils available to rectify potential mistakes in place setting.
- Coordinated with vendors and suppliers to ensure timely delivery of catering supplies.
- Transported food and catering equipment to and from event locations.
- Handled cash and processed payments for catering services.
- Assisted in the preparation of food items following chef's instructions and safety regulations.
- Assisted in menu planning and ingredient sourcing for various events.
- Packed and labeled food for delivery, ensuring accurate and timely orders.
- Provided excellent customer service, addressing guest inquiries and concerns promptly.
- Ensured compliance with health and safety standards in all catering operations.
- Collaborated with catering team to efficiently serve food and beverages to guests.
- Assisted in the development of marketing materials for catering services.
- Prepared and arranged buffet tables, including food presentation and decor elements.
- Operated and cleaned catering equipment, including coffee machines and dishwashers.
- Maintained cleanliness and organization in the kitchen and event areas during and after events.
- Managed reservation systems and coordinated event schedules.
- Implemented waste reduction strategies to minimize food and supply waste.
- Conducted post-event evaluations to identify areas for improvement.
- Managed inventory and restocked catering supplies as needed.
- Assisted in setting up and breaking down event spaces to meet client specifications.
- Trained new catering assistants in proper procedures and customer service standards.
- Maintained high standards of customer service during high-volume work shifts and fast-paced operations.
- Cleaned and sanitized kitchen equipment, utensils and work stations.
Education
Intermediate Certificate - Business
Business Management
Training Direct 06-2009
Skills
- Expense Tracking
- Cost estimating
- Conference preparation
- Business Growth
- Event Planning
- Catering Coordination
- Social Media Promotion
- Workflow Management
- Meeting planning
- Vendor and contract negotiations
- Food service knowledge
- Special events planning
- Event sales
- Social Media Management
- Sales contract management
- Wedding trends proficiency
- Vendor Sourcing
- Operations Oversight
- Vendor Relationship Management
- Vendor Management
- Guest Relations
- Corporate Events Planning
- Records Management
- Vendor negotiation
- Room Setup and Breakdown
- Registration management
- Budget Management
- Time Management
- Events requirements gathering
- Event Billing
- Contract Negotiations
- Venue Selection
- Sales expertise
- Client Relationship Development
- Vendor Relations
- Scheduling
- Budget Development
- Menu Planning
- Fundraising
- Event Marketing
- Schedule Management
- Event Setup and Breakdown
Timeline
Event Coordinator
Classic Car Restoration - Blue Sky Classic Cars
01.2016 - 09.2024
Catering Assistant
Catering by Maria
04.2010 - 08.2023
Intermediate Certificate - Business
Business Management