Event Manager

 Job Description & Employment Terms Event Manager

DEPARTMENT: Food & Beverage   JOB TITLE: Event Manager                                                                      JOB TYPE: Exempt

BASIC FUNCTION: The Event Manager will be responsible for the planning, organizing, and full oversight of the administrative and operational aspects of Club events, private banquets, and other activities for our members and guests that are held at the Country Club. Because of the fluctuating demands of the Club’s Operation, it may be necessary that each employee perform a multitude of different functions; therefore, as an essential part of this role, the Event Manager will be expected to help others when the occasion arises, just as other employees are expected to help the Event Manager. Accordingly, the Event Manager may be expected to perform other tasks as needed or as directed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

CLUB & PRIVATE EVENTS:

• Manages the annual calendar of all events and activities including but not limited to Club events, private events, golf tournaments, exercise classes, etc.
• Determine the priority of events and activities based on their significance, popularity, or any other relevant factors.
• Allocates dates on the calendar, ensuring there are no conflicts or overlapping schedules. Considers the availability of resources and facilities when scheduling.
• Creates and organizes all details of the BEO ensuring all arrangements are confirmed and communicated to the appropriate people/departments.
• Distributes and updates BEOs for all F&B-related events and membership activities.
• Assists F&B Director and Chef in the planning, preparation, and execution of the event.
• Possess a comprehensive understanding of the food and beverage operations at MPCC, including a deep knowledge of menu offerings, bar selections encompassing wine, beer, and spirits.
• Proficiency in service etiquette for various types of events. This includes expertise in proper table settings, service etiquette, catering to specific dietary needs and preferences, collaborating with vendors and suppliers, supervising food and beverage staff, ensuring adherence to health and safety regulations, and addressing customer concerns.
• Trains, oversees, and assists Banquet Captains and staff.
• Inspects finished arrangements; may be present to oversee the actual greeting and serving of guests.
• Assists in analyzing the profitability of banquet and Club event business.
• Forecast monthly revenue projections and participate in F&B yearly budget process as it pertains to event business.
• Update weekly function information for all affected staff.
• Meet with Banquet Captains to relay pertinent information.
• Maintain and update banquet software.
• Ensure all events and meetings are properly scheduled.
• Update software with menu and price changes

 PRIVATE EVENTS:

• Meet with clients, and day-of-event hosts to offer banquet services and assist with planning their event.
• Responsible for the planning and execution of the F&B portion of all Member Sponsored Golf Events and Club Golf Tournaments.
• Provides guest tours and offers suggestions in efforts to sell the club’s facilities for the occasion being planned.
• Responds to clients in a timely, professional manner to meet the goals of the client and MPCC deadlines.
• Confirms all arrangements in writing adhering to MPCC booking policies to include deposits, menus, room/course set-ups, audio-visual requirements, attendance guarantees, music, decorations, parking, final payment, and any other special needs.
• Coordinates specifics of the BEO and any special needs of the client with appropriate department heads through reports and meetings.
• Produces appropriate correspondence with clients utilizing professionally written communication.
• Always maximize banquet revenues through specialized menus to clients and upselling.
• Develops and implements effective marketing plans for generating catering revenues.
• Maintains the banquet packet and updates information as needed to include but not limited to – menu changes or offerings, audio-visual and administration fees, change order fees, etc.
• Obtains necessary permits for special events and functions.
• Critiques functions to determine future needs and to implement necessary changes for increased quality.

 CLUB EVENTS:

• Assists the F&B Director in the development and implementation of all Club Events and Member activities.
• Works symbiotically with the Communications Director, and Member Services to ensure successful communications and marketing for membership activities and events.

 ADDITIONAL RESPONSIBILITIES:

• Documents accidents and injuries to employees, Members, or guests within 24 hours of the occurrence and follow up as MPCC policies dictate.
• Assists with emergency situations within the scope of acquired training.
• Report any deficiencies in equipment function to the appropriate personnel.
• Carries out in a timely manner all other duties and responsibilities as directed by the F&B Manager of Operations, F&B Director, and Assistant General Manager.

CANDIDATE QUALIFICATIONS:

This position requires organization, planning, creativity, hospitality, communication, and salesmanship. The right candidate is a relationship builder and a maker of positive, memorable experiences. Creative event design and décor taste will also be required. The ideal Event Manager is a driven professional who possesses the desire and passion to cultivate and develop a successful club catering and events operation. Building member relationships and collaborating with committee members is essential to the candidate’s success. 

The Event Manager is responsible for planning and executing private events, including but not limited to social parties, weddings, business events, golf events, and holiday parties. The Event Manager organizes all event details, staying within any budgetary constraints. The Event Manager cultivates new customers and maintains longstanding relationships. It is preferred that the Event Manager has 1-3 years’ experience in a food and beverage event space, such as a private club or hotel.

The right candidate should have experience in a similar position for three years or longer. A four-year college degree in hospitality, communications, or a related field, or requisite experience in lieu of a degree is highly preferred.  Experience in a private country club is preferred.

PHYSICAL DEMANDS:

While performing this job, the employee is regularly required to stand and walk, talk, smell, and hear.  The employee is required to reach with arms and hands. Must be experienced in the proper lifting and carrying of large and small service trays.  The employee must meet vision requirements of close, distance, color, peripheral, and depth perception.  Must have good hand and eye coordination.

 WORK ENVIRONMENT:

While performing the duties of this job, the employee may be exposed to cleaning chemicals, e.g., bleach, degreaser, and dish detergent. May work both indoors and outdoors.

HOURS / DAYS OF EMPLOYMENT / COMPENSATION:

Must be willing to work long hours and be available on weekends and holidays.