Event Manager

Reports To: Food & Beverage Director

Supervises: Event staff of approximately 10 - 15 teammates

General Purpose: The Event Manager coordinates the overall planning and execution of all scheduled events in the hotel’s event spaces, both contracted and internal events. Working closely with the Sales & Culinary Teams, the Event Manager guides clients in planning all aspects of their events, from menu, logistics and décor. The Event Manager leads the Banquets & Catering team in fulfilling and exceeding the clients’ vision while delivering high quality service and outstanding event experiences.

Specific Responsibilities:

• Ownership of all events, from planning to execution with guidance and oversight from Director of Food & Beverage.
• Work directly with clients to plan all details of their event, including but not limited to: menus, set-ups and floorplans, AV needs, timelines, etc.
• Creates innovative set-ups, menus, and functions for groups.
• Ensures successful events, exceeding client needs and company profitability guidelines.
• Plans and executes all 21c/in-house events and assists in off-site events as needed.
• Overall Knowledge of product/services
  • Answers questions from clients confidently
  • Sells items and services that we offer and are able to execute successfully
  • Generates creative and innovative menus while working closely with our Culinary Team

• Manages event space and logistics to maximize utilization, revenue and operational efficiency in coordination with Sales Team.
• Coordinates with Sales Team & Culinary Team to ensure profitable bookings.
• Works closely with Sales Team to ensure each piece of business can be properly serviced.
• Assists Sales Team with incoming client inquiries and develop relationships with new clients, including:
  • menu selection
  • audio visual needs
  • event space set up
  • logistics and timelines
  • food & beverage minimums
  • special requests

• Develops strong communication with Culinary Team and Food & Beverage team.
• Develops a preferred vendors list and maintains vendor relationships.

• Other duties as assigned by your supervisor or manager.

Event Management

• Hands-on management of events to ensure success, including but not limited to: setting up tables, running food, making drinks, running AV equipment, etc.
• Works with the on-site contact and assist with any requests in a professional and courteous manner
• Maintains and implements efficient set up & tear down details and processes.
• Upholds & Improves 21c Service Standards
• Monitors Event Team hours/over-time
• Organizes return of any rental equipment
• Lead & Manage Event Captains, Event servers & bartenders
  • Develop Event Captains knowledge, skills and capabilities
  • Lead event teams by maintaining 21c service standards, modeling and empowering positive guest relations and reinforcing a culture of continuous improvement.

Communication

• Maintains a good working relationship with guests, groups, as well as leaders and teammates from other departments.
• Demonstrates clear, concise written and verbal communication skills with team.
• Adheres to deadlines for both clients and internal departments.
• Maintains lines of communication between B&C and restaurant.

• Expert & Cheerleader for all things 21c. Can easily talk with guests about hotel, restaurant, museum and events.

Financial/HR

• Follows accounting processes in regard to revenue reporting, ensures all events are reported and accounted for correctly
• Review Daily Revenue Report for accuracy of covers, revenue and categorization
• Expenses controlled to budget and reconciled correctly according to accounting procedures
• Review General Ledger and reconcile with Checkbook
• Conducts interviews, hires Event team, implements training, evaluates team on regular basis
• Tracks team calendar & write schedule for Event team
• All HR (People + Culture) processes followed for team including:
  • Personnel Action Forms up to date on all teammates
  • Review Event team time clock activity for accuracy & approve payroll weekly
  • Complete Service Charge Distribution Sheet & Submit to Finance & Payroll
  • Review Cycle maintained for all Event Teammates (30-Day & 90-Day for new hires, mid-year and annual reviews for all)

Administrative

• Maintain & Update Delphi regarding events, menus, etc.
• Upkeep of all signage, menus, food labels, etc.
• Inform 21c Management Team of daily events and specific needs for events

• Update posted BEOs for internal teams
• Provide clients with quick and informative responses to all event inquiries
• Lead weekly BEO meetings
• Distribute finalized BEOs each Wednesday to BOH Teams and all “boards”
  • Redistribute Revised BEO’s immediately upon updates
• Inventory B&C supplies and place orders for upcoming week of B&C events (linens, a/v, soda, etc.)
• Perform accurate inventory of China/Glass/Silver/Serveware and work with F&B Director to order as needed
• Assist Director of Food & Beverage with B&C Executive Summary
• Develop and lead quarterly Event team trainings