top of page

Event Coordinator

(Campground + Live Events + Guest Experience)

Location: Sweetwater Campground Ranch & Riding Stables – Loranger, LA

Pay Rate: $15/hour

Schedule: Full-time | Weekends & holidays REQUIRED

​​

We’re looking for a highly organized, tech-savvy Event Coordinator who thrives in fast-paced, high-pressure environments. This is not a simple event support role — you architect, plan, and execute multi-layered events while managing conflicting priorities without dropping details.

​

You’re comfortable building forms, registration pages, and event workflows, coordinating vendors and live music, guiding marketing on flyer content, and thinking months ahead to execute annual strategies. You stay calm under stress and never let customers feel the pressure behind the scenes.

​

If you get overwhelmed easily, this isn’t the right fit. If you perform best in complexity and take pride in flawless execution — we’d love to meet you.

​

The Event Coordinator owns the entire lifecycle of our events and guest programming

From idea → planning → promotion → execution → guest experience → wrap-up.

 

This role blends creative planning, logistics, customer service, technical execution, and strategic thinking. You will not be handed step-by-step instructions. You will be expected to figure things out, ask smart questions, build systems, and execute confidently.

​

 

About the Role

 
1. Event Planning & Programming (Core Responsibility)

  • Own the planning and coordination of all campground events (single-day, weekend-long, and week-long).

  • Review the annual event calendar and proactively plan each event months in advance.

  • Translate event concepts (e.g., Cowboy Olympics, Poker Runs, Chicken Drops, Horse Camps) into:

  • Clear rules

  • Schedules

  • Staffing plans

  • Guest instructions

  • Build detailed weekend schedules (hour-by-hour and 30-minute increments) that keep adults and kids engaged throughout their stay.

  • Plan rotating activities, craft tables, games, live entertainment blocks, and downtime intentionally.

 
2. Live Music & Entertainment Booking

  • Source, contact, negotiate with, and schedule live music and entertainers.

  • Coordinate contracts, arrival logistics, setup needs, and performance timing.

  • Ensure entertainment aligns with the event theme, audience, and campground vibe.

 
3. Vendor & Market Coordination

  • Plan and execute vendor markets and special event vendors.

  • Build vendor workflows including:

  • Applications

  • Advance payments

  • Load-in/load-out logistics

  • Booth placement and setup

  • Ensure vendors are not double-booked against competing local markets or events.

  • Act as the on-site vendor point of contact during events.

 
4. Technical Execution & Tools

You must be comfortable using (or learning quickly):

  • JotForm – payment forms, signups, vendor applications, ticketed dinners

  • Canva – event flyers, annual calendars, weekend schedules, signage

  • Wix – event pages, updates, basic edits

  • ChatGPT – researching event ideas, understanding unfamiliar activities, drafting rules and schedules

​

You will be expected to:

  • Create paid signup forms (ex: Valentine’s steak dinner, camps, birthday parties).

  • Ensure forms are clear, functional, and ready well before launch.

  • Think through the entire guest and vendor journey before anything goes live.

 
5. Kids Camps, Clinics & Multi-Day Programs

  • Coordinate week-long or multi-day events (ex: horse camps).

  • Plan:

  • Group rotations

  • Activity schedules

  • Staffing needs (counselors, instructors, support staff)

  • Daily flow and transitions

  • Work with management to ensure staffing coverage and safety.

 
6. Promotion & Strategic Awareness

  • Identify all places events should be promoted (social, website, on-site, local awareness).

  • Understand the local market and avoid scheduling conflicts with other major events.

  • Ensure event messaging, schedules, and details are consistent everywhere.

 
7. Guest Experience & Front-Facing Support

  • Greet guests warmly and professionally.

  • Answer phones and assist with event-related questions.

  • Help guests navigate the campground and feel welcomed.

  • Assist with cabin turnovers and birthday party coordination when needed.

  • Be visibly positive, calm, and solutions-oriented during busy weekends.

 
Required Traits (Non-Negotiable)

This role is not for someone who needs constant direction. You must be:

  • Extremely organized and detail-oriented

  • Comfortable juggling multiple events at different planning stages

  • Confident making decisions and solving problems independently

  • Technically capable and not intimidated by software

  • Creative and operationally disciplined

  • Comfortable working weekends, holidays, and high-energy environments

  • A natural coordinator who sees missing pieces before they become problems

 
Experience That Will Make You Successful

  • Event coordination, hospitality, camps, festivals, or recreation programming

  • Vendor management or market coordination

  • Guest services or customer experience roles

  • Design experience using Canva

  • Comfort using online forms, payments, and scheduling tools

 
Why This Role Is Special

You are not “helping with events.” You are designing experiences that families will plan their weekends and vacations around.

Your work directly impacts:

  • Guest satisfaction

  • Event success

  • Revenue

  • Sweetwater’s reputation as a destination, not just a campground

 

Use this form for applying: https://form.jotform.com/260367430813050

bottom of page