Private Events Planner - The Retreat

Essential Responsibilities

• Event Sales & Client Management
• Manage event inquiries from initial contact through contract execution.
• Carry out site tours and venue walkthroughs.
• Create proposals, contracts, and event documentation.
• Build strong client relationships and serve as the primary planning contact.
• Maintain consistent communication throughout the planning process.
• Guide clients through venue offerings, food and beverage selections, event logistics, and operational requirements.
• Identify opportunities to enhance the guest experience and increase event revenue.
• Event Planning & Execution
• Create and maintain detailed Banquet Event Orders (BEOs).
• Coordinate event logistics including timelines, floorplans, staffing requirements, rentals, audiovisual needs, and vendor coordination.
• Lead planning calls and final event reviews with clients.
• Partner with Operations and Culinary teams to ensure event readiness.
• Participate in BEO meetings and cross-functional planning discussions.
• Serve as on-site event lead for assigned events as needed.
• Resolve issues professionally and efficiently while maintaining a high level of hospitality.
• Revenue & Administrative Management
• Support department revenue goals through conversion of inquiries and effective upselling.
• Ensure deposits and final payments are collected according to company guidelines.
• Maintain accurate forecasting and event records.
• Manage event calendars responsibly and release inactive holds when appropriate.
• Aid with lead qualification and pipeline management.
• TripleSeat Management
• Maintain accurate event records within TripleSeat.
• Document client communication, planning updates, and event milestones.
• Ensure event statuses, lead statuses, notes, contracts, and financial information are current and accurate.
• Support reporting accuracy by maintaining clean and organized event records.

Qualifications

• 3-5 years of event planning, catering sales, hospitality, hotel, venue, restaurant, or private club experience.
• Experience managing events from inquiry through execution.
• Strong written and verbal communication skills with exceptional attention to detail.
• Professional business writing skills, including proposals, contracts, and client correspondence.
• Experience managing multiple projects simultaneously while meeting deadlines.
• Proficiency with Microsoft Office and event management software.
• Ability to work evenings, weekends, and holidays as business needs require.
• Prior experience with TripleSeat, Delphi, Social Tables, or similar event management platforms is preferred.
• Experience within luxury hospitality, membership clubs, boutique hotels, restaurants, or high-end event venues is preferred.
• Food and beverage planning experience is preferred.
• Corporate, nonprofit, and social event planning experience is preferred.