Event Planner

Job Description

Job Description

Description:

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way. 

The Event Planner is responsible for planning and coordinating group meetings, retreats, programs, and other special events that are booked through the sales department. The Event Planner ensures all arrangements are made and executed to the client’s expectation and satisfaction. This role works in partnership with the Southall operations and resort staff to ensure effectively executed events and swift problem resolution.

  Responsibilities 

• Have in depth familiarity with assigned groups and files, review program agenda, billing deadlines, confirm all reserved event space and coordinate rooming list and updates to list.
• Work directly with client / event planner with regular communication, meetings and correspondence.
• Work closely with Reservations team on room blocks and room drops, special requests/amenities for client, guests and VIPs.
• Coordinate all catering events as per contract. Customize selling approach to the meeting planner’s needs to maximize sales. Create/customize and upsell menus, additional F&B functions and other items to meet client’s requirements. Always be ready to anticipate client and guest needs well in advance.
• Create a Group Resume outlining all arrangements pertaining to the entire program including guest rooms, F&B, etc. Prepare detailed BEOs for all catered functions.
• Manage function space and room block inventory as assigned and ensure that all BEO paperwork is completed in a timely and accurate manner.
• Order AV equipment/staff, floral, entertainment, resort activities/programs, and coordinate off-site excursions as per the client’s request. Coordinate all vendors, including insurance, set up and walk-throughs.
• Communicate regularly with all departments, including updating/distributing Group Resumes, BEOs and Floor Plans.
• Attend weekly BEO meeting to review all details and requirements for in-house or upcoming groups.
• Follow up on all changes, additions, pop ups, cancellations, or special requests promptly and ensure that all relevant information is communicated to all operating departments accurately and timely.
• Handle all aspects of pre- and post-conference requirements with on-site group contact including phone list, Group Resume, BEOs, billing and evaluations.
• Handle Catering sales inquiries and actively sell catered events as business demand dictates.
• Meet or exceed all department and individual financial goals by maximizing revenues at all opportunities.
• Assist the Director of Catering with budget and forecast and complete special projects and assignments as designated.

• has a passion for building relationships,
• is an effective communicator,
• excels at upselling,
• has a keen eye for the details,
• provides the highest standards of service without sacrificing quality, and
• is guest-focused (both internal and external) in all aspects of their work.
• Minimum of High School diploma or equivalent.
• Must be flexible to work variable days of the week to include weekends and holidays.
• Must be flexible to work variable shifts (days and nights).
• Four-year college degree preferred, however, any combination of education and training within hotel Sales or Catering may also be considered.
• Minimum 3 years of Sales, Catering and/or Event Management experience, ideally in the luxury hotel or resort industry.
• Knowledge of and genuine interest in food and beverage.

Our Benefits

• Competitive compensation package
• Medical, dental, vision, short and long-term disability, company-provided life insurance
• Generous paid time off accruals
• 9 paid holidays annually
• Weekly pay
• 401k and company match
• Education reimbursement
• Best-in-class Employee Assistance Program
• Free weekly outdoor activities and wellness classes
• 30% internal discounts
• Fresh and free daily meal
• Bountiful internal growth opportunities

Our Team

Assembled intentionally with dynamic expertise, the Southall team is offered the unique opportunity to learn humbly with, and from, each other. We invest in a growth mindset and take it upon ourselves to strengthen our knowledge and grit daily. We honor the cycles of nature, get our hands dirty and taste the earth’s bounty in an effort to connect with the land.

We plan with purpose, seeing past the present day and seeking to consider the planet with each step. We embrace a blend of ancient techniques and modern technologies in our practice of sustainability. We celebrate ingenuity and resourcefulness and approach our roles through the eyes of an entrepreneur, looking beyond our respective corners to the big picture.

Acting with intention, we approach each day with gratitude for the opportunity to serve our guests and each other. A humble holder of our Michelin Key, our team strives to provide a level of luxury that feels effortless and sincere, infusing wellness at every turn. The Southall team cares for our visitors with the same caliber of kindness and respect as we care for the humans that work alongside us. 

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.