Club Event Planner

Position Description Summary

The Event Manager is responsible for the effective selling, planning, and execution of private and Member events, ensuring memorable experiences for our Members with high service standards.

Role & Responsibilities

• Drive event and sales revenue with effective marketing, promotions, specials, and events
• Create and maintain standard operating procedures for the events team
• Serve as the Club's main point of contact for anyone interested in booking an event
• Own the event planning process, giving Members a high level of service at all times
• Correspond and meet with Members, ensuring prompt and timely communication throughout the event planning process
• Create, update, file, & enforce all sales contracts, ensuring attention to detail & accuracy
• Respond to all phone and internet queries within 24 hours of receipt.
• Plan comprehensive Event Styles and Tablescapes including lighting, florals, linens, rentals, signage, audio/visual, technology, graphics, staff uniforms, costumes, or themes
• Upsell with event contracts, ensuring minimums are met and the Members' expectations are exceeded
• Create and distribute BEOs for all events in a timely and organized manner, ensuring all relevant parties are informed and aware of any and all updates
• Prepare BEOs with exquisite detail, setting up the Club for success before the event even begins
• Lead weekly BEO meetings, communicating event needs and expectations with the FOH and HOH teams and ensuring everyone is on the same page
• Promote and position the Club as a top destination venue for Member weddings
• Book all entertainment, DJs, live music, bands, dancers, magicians, family entertainment, services, photographers, and other special “Wow” touches for events
• Handle all Member events, including golf outings
• Execute events day-of, as needed, ensuring flawless service and exceeding expectations
• Work with the culinary team to create and deliver event menus that are experiential, profitable, and in line with Member expectations
• Plan, coordinate, and support House Committee Meeting (typically 6-8 meetings per year), including entertainment, themes, event attendance reports, revenue reports, etc
• Ensure proper setup of all events, prior to start time, and timely break down after the event ends
• Plan small Private Events for Registered Guest Members and their Families on profitable days and times that complement Restaurant and Kitchen operations, and do not negatively impact member dining
• Adhere to all budgetary guidelines, controlling costs and hitting set targets, especially with regard to payroll, COGS, and comps
• Learn and utilize the Northstar and Social Tables systems, becoming an expert on all event-related modules and tools
• Handle any Member complaints promptly and professionally, earning repeat business and ensuring the same issue does not happen again
• Continually improve Member satisfaction survey scores, conducting post-event surveys and reaching out to event hosts, ensuring repeat business
• Serve as a liaison between front and heart of house, maintaining good relationships between the two teams
• Maintain banquet inventory, ensuring proper counts, storage, and use
• Plan ahead with regard to ordering product, staffing, transportation, scheduling, ferry, barge, weather, hurricane storm events, ensuring back-up plans are in place
• Follow daily checklists, systems, and processes, sending reports to management as scheduled
• Be detail-oriented and able to prioritize in a fast-paced environment
• Solve problems, work as a team, be a leader, and inspire happiness
• Smile, Be Nice, and Say Yes
• Maintain up-to-date credentials, certificates, and licenses, as applicable, such as membership with NACE, PCMA, etc
• Commit to continuous professional development, keeping abreast with current industry trends, tools, technologies, and opportunities, attending conferences, seminars, and workshops as assigned

Qualifications & Education Requirements

• Proficient knowledge of event sales, planning, and operations
• Must possess appropriate analytical skills, attention to detail, follow-through, creativity, and a high level of motivation
• Ability to communicate effectively and professionally in both written and verbal formats
• Willingness to learn and accept instruction
• Must possess a positive attitude and good work ethic
• Proficient in business-related software (Microsoft Office Suite, POS)
• Prior event experience required
• Prior private club experience preferred
• Degree in hospitality, business, or related field preferred

Other Accountabilities

• Because of the fluctuating demands of the Clubs' operation, it may be necessary for each employee to perform a multitude of different functions; therefore, as an essential part of your job, you will be expected to help others when the occasion arises, just as others are expected to help you while we foster a team environment. Therefore, you may be required to perform other tasks, as needed, that are not included in the above.
• Adhere to all of the various company written mandatory standards of operations, policies and procedures, manuals, memos, and other oral instructions.

Working Conditions

• Mostly indoors, in an office or restaurant setting
• Some outdoor work required for certain events

Physical Requirements

• Regularly required to sit, talk, hear, and use hands
• Must be able to stand for long periods of time
• Ability to lift and move heavy objects, in excess of 40 pounds
• Repetitive motions are required
• Ability to bend, squat, lift, kneel, and crouch
• Moderate to heavy lifting, pushing, and pulling is required
• Extensive time at a computer required

Attendance Expectations

• This position has an expected workload of 40 – 50 hours per week, barring circumstances when additional hours may be required; off-season hours may differ
• The schedule for this position fluctuates based on the demands of the Club, and will varying depending on the number and timing of events