Private Dining & Events Services Manager

Private Dining & Catering Services Manager

186 rooms | 4,500 sq. ft. meeting/event space

Amenities: 24-hour fitness center, indoor pool, restaurant and bar with outdoor lounge, complimentary hot breakfast daily.

Located in downtown Indianapolis, this property attracts both business and leisure demand-offering strong career growth in a thriving Midwestern market. With a residential-style feel in an urban setting, it's ideal for leaders who value both guest comfort and brand-driven operations.

The Private Dining & Catering Services Manager is responsible for the planning, sales, coordination, and flawless execution of all private dining experiences and catered events hosted by the hotel, including weddings, corporate meetings, banquets, social gatherings, and bespoke in-room or restaurant buyouts. This role serves as the primary point of contact for clients from initial inquiry through final billing, ensuring every event reflects the hotel's brand standards for service, culinary excellence, and guest satisfaction while meeting revenue and profitability targets.

Key Responsibilities

Sales & Client Relations

Respond promptly to inbound private dining inquiries; conduct site visits, tastings, and consultations to convert leads into confirmed bookings

Develop and present customized event proposals, menus, and pricing packages based on client needs, budget, and occasion

Negotiate contracts, deposits, and payment terms in line with hotel policy

Build and maintain relationships with repeat clients, corporate accounts, wedding planners, and local businesses to drive referral and repeat business

Detail and execute catering events sold by the Sales Manager, ensuring seamless coordination from contract turnover through event completion.

Event Planning & Coordination

Serve as the primary liaison between clients and internal departments (culinary, banquets, AV/technical, housekeeping, front office, security)

Create detailed Banquet Event Orders (BEOs) and function sheets, ensuring accuracy and timely distribution to all relevant teams

Coordinate menu planning with the Executive Chef, including special dietary accommodation and seasonal offerings

Plan floor layouts, table settings, dcor, and audiovisual requirements for each event

Conduct pre-event walkthroughs and final detail confirmations with clients

On-Site Execution & Service Oversight

Oversee event setup, service flow, and breakdown to ensure execution matches the agreed-upon specifications

Be present for key events to manage real-time issues, troubleshoot service gaps, and ensure guest satisfaction

Supervise and coordinate private dining and catering service staff, including scheduling and briefing teams before each function

Ensure compliance with health, safety, and food handling regulations throughout all events

Financial & Administrative Management

Develop accurate event cost estimates, invoices, and final billing in coordination with the finance department

Monitor departmental budgets, labor costs, and food/beverage costs to meet profitability goals

Track and report on sales performance, booking pace, and revenue against forecasts and targets

Manage vendor relationships (florists, rental companies, entertainment, AV providers) including contracts and payments

Team Leadership & Training

Hire, train, schedule, and supervise private dining and catering staff

Foster a guest-first culture and ensure consistent, polished service delivery across all events

Lead pre-shift briefings and post-event debriefs to capture feedback and drive continuous improvement

Qualifications

Required

2-3+ years of experience in catering, banquet, or private dining management, preferably within a hotel, resort, or luxury hospitality setting

Proven track record in event sales and achieving revenue targets

Strong knowledge of food and beverage service standards, menu planning, and event logistics

Excellent organizational skills with the ability to manage multiple events simultaneously

Strong written and verbal communication skills; confident presenting to clients

Proficiency with catering/event management software (e.g., Delphi, Tripleseat, Caterease) and Microsoft Office/Google Workspace

Flexibility to work evenings, weekends, and holidays based on event schedules

Preferred

Bachelor's degree in Hospitality Management, Business, or related field

ServSafe or equivalent food safety certification

Wine/beverage service certification (e.g., sommelier training)

Experience with luxury weddings, corporate retreats, or high-profile social events

Multilingual abilities a plus

Key Competencies

Client-focused mindset with a polished, professional demeanor

Strong negotiation and upselling skills

Calm under pressure with sharp problem-solving instincts

Detail-oriented with excellent follow-through

Collaborative leadership style across departments

Financial acumen and budget management experience

HRI is an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job?related requirements.