Event Director

About the role

The Event Director is responsible for arranging and directing the activities of Club-sponsored and member events in accordance with established policies and procedures. This role develops all correspondence and related materials required to efficiently arrange and facilitate all functions, working with other departments to ensure members’ and guests’ expectations are exceeded.

Responsibilities

• Promotes the Club’s facilities for member events and other member-related activities.
• Advertises and markets the Club’s social event facilities and capabilities to all members.
• Assists members and sponsored guests with arranging banquets, luncheons, meetings, weddings, dances, and other social events; obtains pertinent information for guest planning.
• Provides written confirmation of details associated with each event.
• Works with the Executive Chef to determine selling prices, menus, and other event details; oversees the development of Banquet Event Orders (BEO) and ensures pre-planned banquet menu offerings reflect member interests.
• Regularly reviews and recommends revisions to policies associated with private events.
• Develops and maintains a creative banquet packet to communicate menus and services to members.
• Facilitates all arrangements for Club events and tournaments, including promotional materials for the monthly newsletter and other communications.
• Handles details for private and Club functions, such as printing menus, procuring decorations, entertainment, and other special requests.
• Inspects finished arrangements and may oversee the actual greeting and serving of guests.
• Checks event orders against actual room setup.
• Maintains past and potential event files; schedules calls or visits to assess ongoing needs of prospective events.
• Completes and distributes in-house BEOs and communicates ongoing changes and revisions.
• Helps develop catering budgets; reviews financial reports and takes corrective actions to meet budget goals.
• Provides monthly banquet sales forecasts for the upcoming quarter.
• Obtains necessary permits for special events and functions.
• Critiques functions to determine future needs and implement changes for increased quality.
• Attends staff and management meetings to review policies and procedures.
• Diagrams room layout, banquet item placement, and related function details.
• Coordinates room arrangements and seating assignments for Club-related events.
• Facilitates all event billing in coordination with Banquet Captains and the Accounting office.
• Serves as liaison between kitchen, service, and management staff.
• Develops and maintains the Club’s master calendar and reservation program.
• Performs special projects as assigned by the F&B Director.

Requirements

• Formal education in Hospitality and Business Management, preferably a Bachelor’s degree in Hotel and Restaurant Administration.
• A minimum of six years of experience in the hospitality industry, with three years as a manager or Events Director.
• Excellent verbal and written communication skills.
• Creative with a keen eye for detail and ability to produce error-free work.
• Strong organizational skills and ability to work well in a team environment.
• Diverse knowledge of food, beverage, and wine.
• Proficient in computer programs, including Microsoft applications and Point of Sale systems.
• Interest in continuing education.

Physical Requirements

• Required to work irregular and extended hours, including evenings, weekends, and holidays.
• Able to lift a minimum of 35 pounds, walk, bend, and stoop.

Pay

$82,500–$93,000 yearly salary.

Reporting Relationship

Reports to the F&B Director. Supervises the Event Coordinator.