Director of Event Planning

Job Description

Job Description

Director of Event Planning

Reports to: Director of Sales

Position Type: Full-Time, Exempt, Onsite

Position Overview

The Director of Event Planning manages all event planning functions and staff on a daily basis. The core area of responsibility is the event planning team, including direct management and supervision of event staff. This position oversees the administrative processes associated with the pre-event and post-event phases of every event and ensures seamless transitions between all phases. The role guarantees a smooth handover from sales to operations and back to sales while consistently delivering exceptional service. The Director maximizes revenue opportunities through upselling and accurate forecasting of catering and group room revenue. The position is fully responsible for achieving guest and employee satisfaction and for managing the financial performance of the department.

Essential Functions and Responsibilities

• Assigns all events turned over to the Event Planning team.
• Oversees function space allocation and group room blocks for all turned opportunities.
• Communicates and executes departmental and property emergency procedures; ensures all staff are trained in safety protocols.
• Leads execution of activities supporting the overall Event Management strategy.
• Works with direct reports to review scheduled events and proactively troubleshoot potential challenges or conflicts.
• Leads discussions to assess event complexity and prevent service failures.
• Ensures the property is fully informed of all groups that will impact operations.
• Manages customer budgets to maximize revenue while meeting client needs.
• Maintains inventories to optimize customer satisfaction and revenue opportunities.
• Personally leads planning and execution for highly complex or high-profile events with significant financial impact.
• Leads the catering menu development process.
• Champions all standards, policies, and procedures for the Event Planning team.
• Leads Event Management meetings.
• Reviews guest feedback, comment cards, satisfaction scores, and other data to identify improvement areas; implements corrective action plans.
• Displays leadership in guest hospitality, models excellent customer service, and maintains a positive environment for guest relations.
• Interacts directly with guests to gather feedback on product quality and service levels.
• Responds promptly to and resolves guest problems and complaints.
• Empowers employees to deliver outstanding customer service.
• Develops and maintains strong working relationships with outside vendors; negotiates pricing and service agreements to enhance the event experience and generate additional revenue.
• Consults with customers to determine objectives and requirements for meetings, conferences, and conventions.
• Establishes clear customer service guidelines so employees understand expectations.
• Ensures ongoing training for staff to meet and exceed guest expectations.
• Observes service behaviors and provides coaching and feedback to individuals and managers.
• Reviews staffing levels to ensure guest service and operational needs are consistently met.
• Performs other duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education and Experience

• High school diploma or equivalent required.
• Degree in Hotel & Restaurant Management, Hospitality, Business, or a related field preferred.
• At least 4 years of progressive experience in event planning or related hospitality field required.
• Knowledge of accounting systems preferred.
• Excellent written and oral communication skills.
• High level of customer service orientation.
• Strong attention to detail and ability to resolve numerical problems.
• Ability to work independently and collaboratively as part of a team.

Work Conditions & Physical Demands

Work is performed indoors and outdoors in a commercial hospitality setting with regular exposure to varying temperatures, noise, crowds, and equipment. Must be able to work independently or as a team member and support managers with special projects. The employee must occasionally lift or move up to 80 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Expected Hours of Work & Travel

Must be available to work various shifts, including weekends and evenings, as needed to support events and business demands.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Employment is contingent upon successful completion of a background check, including criminal, credit, and drug screening where applicable.

This job description is not intended to be a comprehensive list of all duties, responsibilities, or activities. Duties may change with or without notice.