Inside Event Sales Coordinator
White Felt Events, Arlington, TX, United States
Position Overview
TheEvent Sales Coordinatoris a sales-focused role responsible primarily for managing inbound event inquiries and generating repeat business from past customers.
Approximately70% of this role focuses on inbound lead conversion and client rebookings, while30% focuses on maintaining relationships with venues and event plannersto support long-term referral growth.
This position manages event opportunities frominitial inquiry through confirmed booking, ensuring accurate order details, strong communication, and seamless coordination with internal teams.
Success in this role requires:
Strong inbound sales conversion
Consistent follow-up with past clients
Organized CRM management
Professional relationship building with venues and planners
Key Responsibilities Inbound Lead Management and Conversion as a primary focus
Respond to and convert inbound event inquiries from customers, venues, and partners.
Responsibilities include:
Responding promptly to inbound inquiries via phone, email, and website forms
Qualifying customer needs including event type, guest count, venue, and entertainment preferences
Presenting casino entertainment packages that match the client’s event goals
Preparing and delivering quotes to prospective clients
Maintaining consistent follow-up until the event is confirmed or closed
Providing clear communication throughout the booking process
Client Relationship Management and Rebookings Maintain relationships with past clients and encourage repeat bookings.
Responsibilities include:
Following up with past customers to generate repeat events
Maintaining relationships with corporate clients, event organizers, and returning customers
Identifying opportunities for annual events, recurring parties, or repeat bookings
Reaching out to previous clients ahead of typical event seasons to generate additional bookings
Venue and Event Planner Relationships (Secondary Focus) Develop and maintain relationships with venues, hotels, and professional event planners.
Responsibilities include:
Maintaining communication with existing venue partners
Building new relationships with venues and planners in the local market
Attending venue walkthroughs, open houses, or networking events when beneficial
Positioning White Felt Casino Events as a trusted entertainment vendor
Encouraging referrals and repeat partnerships from venues
Sales Execution and Event Booking Manage event opportunities frominitial inquiry through confirmed booking.
Responsibilities include:
Guiding clients through the booking process
Confirming event logistics and entertainment selections
Identifying opportunities for upsells such as additional games or upgrades
Ensuring all event details are accurate prior to confirmation
CRM Management and Order Accuracy Maintain accurate sales records within HubSpot to support operations and reporting.
Responsibilities include:
Managing all deals within HubSpot from inquiry through booked event
Entering and maintaining accurate event details including:
Event date, time, and location
Venue contact information
Game selections, quantities, and add-ons
Load-in and load-out timing requirements
Venue rules or special requests
Logging all inbound inquiries promptly
Maintaining clear notes, emails, and documentation within deal records
Using HubSpot tasks and reminders for follow-ups and repeat outreach
Reviewing deal accuracy prior to event execution to prevent fulfillment issues
Maintaining CRM hygiene to support reporting and forecasting
Event Coordination and On-Site Support Support successful event execution by coordinating with internal teams.
Responsibilities include:
Communicating event details to operations and staffing teams
Ensuring information entered in HubSpot supports accurate event fulfillment
Attending select events to support client satisfaction and venue relationships
Representing White Felt Casino Events professionally on-site when needed
Key Performance Indicators Success in this role will be measured by:
Inbound lead response time and conversion rate
Revenue generated from inbound leads
Revenue generated from repeat customers
Closed-won revenue and overall sales performance
Maintaining a
minimum close rate target of 65%
CRM accuracy and deal hygiene
Growth of repeat bookings and client retention
Qualifications and Skills
Strong sales and communication skills
Ability to convert inbound leads into confirmed bookings
Excellent relationship-building ability with clients and partners
Experience in event sales, hospitality, or event planning preferred
Highly organized with strong attention to detail
Self-motivated and comfortable owning outcomes
Ability to manage multiple deals simultaneously
Experience using CRM systems (HubSpot preferred)
Proficiency with standard office software
Work Schedule and Expectations
Monday – Friday
8:30 AM – 5:00 PM (In-Office)
Compensation Commission: $40,000 – $60,000 (performance-based)
Event Pay: $5,000 – $15,000
Total Expected Compensation: $90,000 – $120,000
Employment Type - Full-Time, In-Office, Light Hybrid
Additional expectations include:
Occasional evenings or weekends for events or networking opportunities
Responsiveness to inbound inquiries during business hours
Monitoring and responding to urgent inbound inquiries after hours when necessary
Maintaining consistent follow-up and outreach to support booking goals
As a salaried role, this position is expected to operate with a professional level of ownership and flexibility to ensure successful event execution and client satisfaction.
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Approximately70% of this role focuses on inbound lead conversion and client rebookings, while30% focuses on maintaining relationships with venues and event plannersto support long-term referral growth.
This position manages event opportunities frominitial inquiry through confirmed booking, ensuring accurate order details, strong communication, and seamless coordination with internal teams.
Success in this role requires:
Strong inbound sales conversion
Consistent follow-up with past clients
Organized CRM management
Professional relationship building with venues and planners
Key Responsibilities Inbound Lead Management and Conversion as a primary focus
Respond to and convert inbound event inquiries from customers, venues, and partners.
Responsibilities include:
Responding promptly to inbound inquiries via phone, email, and website forms
Qualifying customer needs including event type, guest count, venue, and entertainment preferences
Presenting casino entertainment packages that match the client’s event goals
Preparing and delivering quotes to prospective clients
Maintaining consistent follow-up until the event is confirmed or closed
Providing clear communication throughout the booking process
Client Relationship Management and Rebookings Maintain relationships with past clients and encourage repeat bookings.
Responsibilities include:
Following up with past customers to generate repeat events
Maintaining relationships with corporate clients, event organizers, and returning customers
Identifying opportunities for annual events, recurring parties, or repeat bookings
Reaching out to previous clients ahead of typical event seasons to generate additional bookings
Venue and Event Planner Relationships (Secondary Focus) Develop and maintain relationships with venues, hotels, and professional event planners.
Responsibilities include:
Maintaining communication with existing venue partners
Building new relationships with venues and planners in the local market
Attending venue walkthroughs, open houses, or networking events when beneficial
Positioning White Felt Casino Events as a trusted entertainment vendor
Encouraging referrals and repeat partnerships from venues
Sales Execution and Event Booking Manage event opportunities frominitial inquiry through confirmed booking.
Responsibilities include:
Guiding clients through the booking process
Confirming event logistics and entertainment selections
Identifying opportunities for upsells such as additional games or upgrades
Ensuring all event details are accurate prior to confirmation
CRM Management and Order Accuracy Maintain accurate sales records within HubSpot to support operations and reporting.
Responsibilities include:
Managing all deals within HubSpot from inquiry through booked event
Entering and maintaining accurate event details including:
Event date, time, and location
Venue contact information
Game selections, quantities, and add-ons
Load-in and load-out timing requirements
Venue rules or special requests
Logging all inbound inquiries promptly
Maintaining clear notes, emails, and documentation within deal records
Using HubSpot tasks and reminders for follow-ups and repeat outreach
Reviewing deal accuracy prior to event execution to prevent fulfillment issues
Maintaining CRM hygiene to support reporting and forecasting
Event Coordination and On-Site Support Support successful event execution by coordinating with internal teams.
Responsibilities include:
Communicating event details to operations and staffing teams
Ensuring information entered in HubSpot supports accurate event fulfillment
Attending select events to support client satisfaction and venue relationships
Representing White Felt Casino Events professionally on-site when needed
Key Performance Indicators Success in this role will be measured by:
Inbound lead response time and conversion rate
Revenue generated from inbound leads
Revenue generated from repeat customers
Closed-won revenue and overall sales performance
Maintaining a
minimum close rate target of 65%
CRM accuracy and deal hygiene
Growth of repeat bookings and client retention
Qualifications and Skills
Strong sales and communication skills
Ability to convert inbound leads into confirmed bookings
Excellent relationship-building ability with clients and partners
Experience in event sales, hospitality, or event planning preferred
Highly organized with strong attention to detail
Self-motivated and comfortable owning outcomes
Ability to manage multiple deals simultaneously
Experience using CRM systems (HubSpot preferred)
Proficiency with standard office software
Work Schedule and Expectations
Monday – Friday
8:30 AM – 5:00 PM (In-Office)
Compensation Commission: $40,000 – $60,000 (performance-based)
Event Pay: $5,000 – $15,000
Total Expected Compensation: $90,000 – $120,000
Employment Type - Full-Time, In-Office, Light Hybrid
Additional expectations include:
Occasional evenings or weekends for events or networking opportunities
Responsiveness to inbound inquiries during business hours
Monitoring and responding to urgent inbound inquiries after hours when necessary
Maintaining consistent follow-up and outreach to support booking goals
As a salaried role, this position is expected to operate with a professional level of ownership and flexibility to ensure successful event execution and client satisfaction.
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