Events Manager

Own the end-to-end planning and execution of member programming and public/private events, delivering elevated, seamless experiences that reflect NYV brand standards and service culture.

Partner cross-functionally with Membership, Food & Beverage, Operations, and Creative & Marketing to drive engagement, retention, and revenue through exceptional events.

Plan, produce, and execute a year-round shared calendar of member, public, and private events for planning and tracking purposes.

Manage the private events pipeline from initial inquiry through execution, attendance, and post-event follow-up.

Lead event strategy and develop detailed run-of-show plans, including event themes, formats, timelines, staffing plans, and guest experience flow.

Enter all event details into Salesforce to ensure accurate tracking and team visibility.

Create detailed event documentation, including proposals, budgets, BEOs/EOSs, floor plans, production schedules, timelines, and vendor requirements.

Ensure all guest allergies and dietary restrictions are communicated to the kitchen and service teams prior to each event.

Coordinate with the kitchen and Wine Sales/Cellar teams on menu development, wine pairings, tastings, specialty programming, service style, and staffing.

Under NYV's creative brand guidelines, oversee vendor sourcing and management, including audiovisual, florals, décor, entertainment, rentals, and photographers. Manage contracts, certificates of insurance, and payment tracking.

Participate in daily and weekly planning meetings, including post-event reviews to identify successes, challenges, and opportunities for improvement.

Capture every client and guest contact whenever possible, including names, email addresses, and contact information, and enter all information into Salesforce.

Follow NYV's established brand standards for each event space, including room design, ambiance, lighting, music, furniture layouts, table settings, room temperature, and overall guest flow.

Ensure every event space reflects NYV's premium hospitality standards before guest arrival.

Own on-site event execution from start to finish, including pre-event walkthroughs, vendor load-ins, guest check-in, hospitality, staff coordination, troubleshooting, and overall event flow.

Ensure NYV event staff greet guests upon arrival and provide professional hospitality throughout the event.

Event staff must remain on-site for the entire scheduled event until the final guest has departed.

Oversee execution of all event upgrades, confirming inventory, displays, menus, allocations, and staff readiness to deliver premium experiences.

Maintain strong member relationships by anticipating preferences, providing VIP-level hospitality, and conducting post-event follow-up to gather feedback and strengthen member loyalty.

Collaborate with the Marketing team on event positioning, creative direction, invitations, copywriting, member communications, and photography opportunities.

Member private event guests may be given tours of the facility; however, discretion must always be exercised to avoid disturbing other members or events taking place.

Non-member private event guests should remain within their reserved event space. Any tour of the facility must be limited, approved, and conducted with discretion to avoid disrupting other events.

Non-member guests may never be left unattended anywhere within the facility. The presence of an owner does not replace the requirement for dedicated event staff supervision.

Confidently present premium enhancements during planning calls and in written proposals, including upgraded wine pairings, reserve wine selections, Champagne toasts, welcome cocktails, and other premium experiences.

Manage event-hour extensions and venue time add-ons by clearly communicating policies, confirming pricing, securing approvals and signatures, and updating BEOs and staffing plans.

Partner with the service team to create natural, hospitality-driven upselling opportunities that enhance the guest experience without feeling transactional.

Work with the Wine Sales team to educate event staff on featured producers, tasting notes, pairing recommendations, and featured wines.

Build and manage event budgets, track expenses, reconcile invoices, and maximize profitability while maintaining NYV quality standards.

Forecast staffing needs and coordinate scheduling with management.

Lead pre-event staff briefings and ensure all service standards are consistently executed.

Develop and maintain standardized event setup and event closing checklists.

Ensure compliance with all safety, occupancy, licensing, operational, and brand standards.

Track key performance indicators, including attendance, guest engagement, revenue, guest satisfaction, and post-event feedback, and refine future programming based on results.

Maintain all event management systems, including Salesforce, reservation platforms, ticketing systems, email platforms, and event management software.

Maintain organized event inventory, including signage, décor, event equipment, and supplies, while ensuring storage areas remain clean and organized.

Produce weekly and monthly reports covering upcoming events, completed events, event performance, and revenue objectives.

Support Membership initiatives, including new member onboarding experiences, member celebrations, VIP engagement opportunities, and other strategic member programs.