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

Requires advanced knowledge of Event Planning.  May require considerable working knowledge of other major areas in the hotel and the skill to integrate and communicate that information.

• Competent with Windows-based computers, Microsoft Office, and familiar with industry standard software.
• Demonstrated management skills
• Demonstrates enthusiasm for all things 21c
• Must pass a background check

 

Physical Requirements:

• Must be able to stand and walk for long periods.
• Must be able to carry full service tray comfortably.
• Must be able to lift at least 30 pounds.

 

Education/Formal Training:

• Four-year college degree preferred

Experience:

• At least two years working in Event Planning/Management

21c Museum Hotels is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, and other legally protected characteristic. The EEO is the Law poster is available here: http://www1.eeoc.gov/employers/poster.cfmAll your information will be kept confidential according to EEO guidelines.