Private Events Planner - The Retreat

Event Planner

The Event Planner is responsible for managing private events from inquiry through execution while delivering exceptional hospitality and client service. This role serves as the primary point of contact for clients throughout the planning process and works closely with Membership, Operations, Culinary, Banquets, and Leadership teams to ensure successful event outcomes.

The ideal candidate is highly organized, detail-oriented, revenue-minded, and able to balance structure with flexibility. While policies, procedures, and brand standards provide guidance, successful event planning often requires critical thinking, sound judgment, and the ability to navigate unique client requests and operational challenges.

This role is best suited for someone who enjoys building relationships, solving problems, and creating memorable experiences while managing multiple priorities in a fast-paced hospitality environment.

Essential Responsibilities

• Manage event inquiries from initial contact through contract execution.
• Conduct site tours and venue walkthroughs.
• Build proposals, contracts, and event documentation.
• Develop 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.

• 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.

• 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.
• Assist with lead qualification and pipeline 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

Required

• 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.

Preferred

• Experience with TripleSeat, Delphi, Social Tables, or similar event management platforms.
• Experience within luxury hospitality, membership clubs, boutique hotels, restaurants, or high-end event venues.
• Food and beverage planning experience.
• Corporate, nonprofit, and social event planning experience.