Job Description
This role coordinates event planning and execution for hotel spaces, guiding 50 events annually with detailed logistics like menus and floorplans. Event managers consult clients on AV requirements costing up to $2,000 per event and timelines to ensure seamless delivery. The position develops innovative setups using rental equipment from vendors, collaborating with chefs on 20 creative menus monthly.
21c Museum Hotels, part of Ennismore, offers cutting-edge experiences in Durham, operating event spaces with 500 maximum capacity and restaurant services for museum-integrated dining. The hotel specializes in exhibitions from 10 artists yearly and events with themed decor.
Managers oversee hands-on operations for 30 in-house events quarterly, setting tables with specific linens and running AV with microphones in event spaces. Interaction occurs with clients for 15 inquiries weekly, servers during teardown, and chefs twice daily on profitability. A challenge involves managing server hours within $10,000 budget limits, upholding service standards across 200 setup hours annually.
Compensation matches experience with benefits like paid time off and health insurance. Work at 21c Museum Hotel in Durham, North Carolina, involves flexible shifts around event reservations and occasional lifting of 30 pounds. Development opportunities include quarterly trainings on event planning software, with physical requirements for standing long periods and carrying trays.
Responsibilities
- Own events from planning to execution with guidance from Director of Food & Beverage
- Work directly with clients to plan menus, set-ups, floorplans, AV needs, timelines
- Create innovative set-ups, menus, and functions for groups
- Ensure successful events exceeding client needs and profitability guidelines
- Plan and execute 21c/in-house events and assist in off-site events as needed
- Guide clients confidently on product/services
- Sell items and services
- Generate creative menus with Chef
- Coordinate with Event Sales Manager and Executive Chef for profitable bookings
- Evaluate catering business with Event Sales Manager
- Assist with client inquiries and relationships
- Develop strong communication with Executive Chef and team
- Develop preferred vendors list and maintain relationships
- Hands-on event management including setting up tables, running food, making drinks, running AV
- Maintain efficient set up & tear down details
- Monitor server hours/over-time
- Lead Event Captains, servers, and bartenders
- Clear written and verbal communication with team
- Adhere to deadlines for clients and departments
- Maintain lines of communication between departments
- Talk with guests about hotel, restaurant, museum and events
- Follow accounting processes for revenue reporting
- Review Daily Revenue Report for accuracy
- Control expenses to budget
- Conduct interviews, hire team, implement training, evaluate team
- Track team calendar, write schedule
- Follow HR processes including Personnel Action Forms
- Review time clock activity weekly
- Maintain Review Cycle for teammates
- Update Delphi with events, menus
- Upkeep signage, menus, food labels
- Inform Management Team of daily events
- Update posted BEOs for teams
- Provide quick responses to event inquiries
- Lead weekly BEO meetings
- Distribute finalized BEOs Thursdays
- Inventory supplies and order for week
- Perform accurate inventory of China/Glass/Silver/Serveware and order as needed
- Assist with Executive Summary
- Lead quarterly team trainings
Requirements
- Four-year college degree preferred
- At least two years working in event planning/management
- Advanced knowledge of event planning
- Competent with Windows-based computers, Microsoft Office
- Familiar with industry standard software
- Demonstrated management skills
- Ability to stand and walk for long periods
- Ability to carry full service tray comfortably
- Ability to lift at least 30 pounds