Venue & Program Sales Coordinator

The Venue & Program Sales Coordinator plans, coordinates, and executes events and birthday parties hosted at Discovery Lab, bringing memorable celebrations to life within one of Tulsa's premier destinations. The Coordinator also oversees two mission-oriented educational programs—Family STEAM Nights and summer camp registration and sales—and serves as the primary point of contact for clients and vendors throughout each engagement.

This role is central to the organization's earned-revenue strategy: each booking secured and each guest served advances Discovery Lab's mission while reflecting its brand and values. Success in the position requires strong communication skills, the ability to manage multiple priorities, a flexible schedule that accommodates the event calendar, and a positive, professional rapport with event hosts and vendors.

Primary Sales Responsibilities:

Drive sales for birthday parties and venue rentals by generating leads, closing bookings, and achieving monthly and annual revenue targets.

Work with the Education and Marketing teams to promote and sell seasonal camp offerings. Coordinate registration and ensure families are well-prepared for their camp experience.

With CES Manager, develop and execute a proactive venue sales strategy including outbound outreach, partnerships, and cold leads. Maintain an accurate sales pipeline and regularly report on booking status, forecasted revenue, and client conversion rates.

Maintain accurate records of contracts, payments, insurance, and permits.

Recruit and schedule schools for Family STEAM Night programming, meeting grant deliverables and sales goals.

Coordinate with the Marketing team to ensure all events and venue spaces are properly marketed to maximize sales and that all event materials meet Discovery Lab branding expectations.

Maintain scheduling for all museum venues to include classrooms, exhibit hall, amphitheater and 3rd floor to ensure no scheduling conflicts occur.

Create and provide floor plans to clients and vendors to ensure set-up is accurate and efficient.

Primary Hospitality Responsibilities:

Deliver exceptional hospitality from the first point of contact, listening closely to each client's vision and developing event proposals tailored to their requirements and expectations.

Serve as primary point of contact for clients from initial inquiry through post-event follow-up to ensure satisfaction, drive repeat business, and generate referrals.

Coordinate with other departments to ensure facility rentals and birthday parties are well-executed and facilitation meets and exceeds client and organization expectations.

Build strong relationships with rental clients, event partners, and vendors, ensuring a seamless and professional experience.

Coordinate all event set-up and tear down, and follow-up processes including execution of vendor contracts and vendor scheduling.

Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.

Participates in camp drop-off/pick-up and acts as a liaison with adult caregivers.

Provides written, digital, and verbal parent/caregiver communication.

Assumes administrative duties, such as compiling and maintaining accurate camp registrations and forms as well as generating rosters and pick-up lists for educators.

All positions at Discovery Lab are required to assist with front-line operations as needed and may be assigned other duties as applicable by their direct supervisor. This position description is representative of the major position requirements and is not intended to be all-inclusive.

What you’ll need:

Proven track record of achieving or exceeding sales goals in events, hospitality, or related industries.

Proven ability to build and maintain strong client relationships through exceptional communication, service delivery, and anticipation of needs.

Highly motivated with the ability to exercise initiative and good judgment, ability to deal with rapidly changing priorities, possess excellent problem-solving, organization, administrative, and interpersonal skills.

Ability to effectively manage and track multiple clients and projects simultaneously, work well under pressure with a high degree of accuracy, and meet stringent deadlines.

Competence with software programs to schedule and communicate information across multiple departments consistently.

Excellent communication skills.

Thorough knowledge of business English and math, office/accounting/budgeting principles, procedures and standards.

Minimum 2 years sales experience, event planning experience, or equivalent.

Background in corporate events or museum/private venue rentals preferred.

Associate’s or Bachelor’s degree in Hospitality, Event Management, Marketing, or a related field preferred.

Whom you’ll support:

The Coordinator will work closely with the Marketing, Education, and Guest Engagement Departments.

All Discovery Lab staff are encouraged to enhance team spirit and support throughout the organization.

How you’ll work:

This position is regular, full-time, and nonexempt with a typical schedule of Monday – Friday. Work hours will vary to accommodate event schedules. After hours and weekends will be required as necessary to host rentals. Shared office environment.

Classification: Nonexempt
Salary Range: $ 19.77 - $26.69
Reports to: Community Engagement & Sales Manager

Physical Demands: 60% sitting, 30% standing, 10% lifting/carrying/pushing/pulling not more than 10-30 lbs.