Events Manager

Events Manager

The Williamsburg Winery | Williamsburg, VA

About The Williamsburg Winery


The Williamsburg Winery is one of Virginia's premier wine destinations-where old-world charm meets Southern hospitality. Nestled among rolling vineyards and historic countryside, our estate hosts private celebrations, corporate gatherings, and special events that embody the beauty of Virginia wine country.


We are seeking a professional, organized, and detail-oriented Events Manager to join our hospitality team. The ideal candidate has experience in event sales, planning, and execution, with a passion for creating exceptional guest experiences.


About the Role


As the Events Manager, you will manage events across the entire Williamsburg Winery property-from initial inquiry and booking through planning and on-site execution. This includes events hosted in our restaurant, Pavilion, Wessex Hall, Westbury Hall, wine cellar, Wedmore Place hotel, and other indoor and outdoor spaces throughout the estate. You will work closely with clients, vendors, and the teams responsible for each space to ensure seamless coordination while upholding the winery's high standards of service and hospitality.


Working under the direction of Events leadership, you will collaborate with our culinary, hospitality, and operations teams to coordinate event details, oversee staff, and ensure each event runs smoothly.


Responsibilities

Event Planning & Execution

• Coordinate private events, corporate gatherings, celebrations, and other assigned events across all indoor and outdoor spaces throughout the property, from inquiry through execution.
• Maintain complete and accurate event documentation, including contracts, room block agreements, and banquet event orders (BEOs).
• Distribute BEOs at least three weeks before each event and communicate updates or revisions to all relevant departments.
• Work closely with Events leadership, the Banquet Chef, and other departments to communicate event details and requirements.
• Coordinate staffing, setup, breakdown, equipment, and event logistics.
• Create and manage event timelines and floor plans.
• Maintain the company event calendar with key dates, holds, and updates.
• Conduct site tours, planning meetings, and consultations with clients and vendors.
• Manage assigned events on-site, including evenings, weekends, and holidays.
• Supervise front-of-house event staff and ensure consistent, attentive guest service.
• Respond to client calls and emails within 24 hours.

Administration & Department Coordination

• Manage invoices, deposits, and final payments according to company policies and timelines.
• Maintain event projection spreadsheets and other requested reports.
• Assist with annual department budgets and equipment needs.
• Build and maintain strong relationships with vendors and partners.
• Attend regular meetings with Events leadership and other departments to review upcoming events and operational needs.
• Help develop and refine procedures to improve efficiency within the Events department.
• Represent The Williamsburg Winery with professionalism, warmth, and enthusiasm.

Event Sales

• Manage event inquiries and guide prospective clients from initial contact through booking.
• Respond promptly to leads received through phone, email, and referrals.
• Conduct tours and prepare proposals and contracts for review and approval.
• Identify and pursue new business opportunities through networking, community connections, and industry events.
• Follow up with prospective clients and maintain relationships that encourage repeat business and referrals.
• Coordinate with Marketing to keep event listings, promotional materials, and relevant online profiles current.

Requirements

• Minimum of two years of experience in event management , preferably within a venue or hospitality setting.
• Event sales and contract experience required.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple events and deadlines with professionalism and composure.
• Experience coordinating vendors and supervising event staff.
• Must be available to work a schedule that regularly includes weekends and evenings, with holiday availability required based on event needs.
• Bachelor's degree in Hospitality, Event Management, or a related field preferred.
• Ability to stand and walk for extended periods and lift up to 40 pounds, with or without reasonable accommodation.
• Positive attitude, adaptability, and commitment to exceptional service.

Organizational Relationships

• Reports directly to the Director of Weddings and Events .
• Directly supervises front-of-house event staff .

Compensation & Benefits

• Competitive salary with additional incentives.
• Benefits package for eligible employees.
• 401(k) retirement plan.
• Paid time off (PTO).
• Employee discounts on wine, dining, and lodging.
• Beautiful work environment at one of Virginia's premier winery destinations.
• Opportunities for professional growth within The Williamsburg Winery.