Events and Banquet Manager

Job Description

Job Description

We are seeking a highly organized, proactive, and creative Events and Banquet Manager to oversee the planning and execution of events from start to finish. This role will require expertise in pre-event logistics, coordination with clients & vendors, and handling on-site operations during the event. The ideal candidate will thrive in a fast-paced environment, be solution-oriented, and ensure a seamless experience for clients, attendees, and all involved parties.

RESPONSIBILITIES AND AUTHORITIES:

Pre-Event Planning:

• Collaborate with clients and internal teams (including Culinary, Front Desk, Housekeeping, Engineering, Security etc.) to understand event goals, budget, and key requirements.

• Coordinate the fine details of all events with clients, encouraging add ons, upsells, bar extensions etc.

• Develop and manage detailed event timelines, budgets, and checklists to ensure deadlines and budgets are adhered to.

• Research and source appropriate, vendors, and suppliers based on event needs.

• Negotiate contracts when possible, with vendors & suppliers ensuring favorable terms and service agreements.

• Coordinate all logistics, including transportation, catering, equipment rentals, linens and event staffing.

• Oversee the creation and design of event materials, including invitations, programs, signage, and promotional items.

• Ensure that all AV needs are executable in-house or outsourced when necessary.

• Develop and share with the team a risk mitigation plan, including contingency plans for any potential issues or disruptions such as elevator failure, inclement weather, etc.

• Work with the rest of the event team to create BEOs and floor plans.

• Attend and contribute to BEO meetings.

• Conduct site visits

• Carries out other related duties as requested by the Director of Events.

Day-of Event Operations:

• Oversee all aspects of the event on-site to ensure smooth execution.

• Supervise event set-up, including decor, signage, vendor coordination, and tech setup.

• Manage event staff and captains, assigning tasks, ensuring they are trained and informed, and maintaining a positive, professional atmosphere.

• Fulfill all duties of banquet manager.

• Act as the primary point of contact for vendors, clients, and attendees during the event, troubleshooting issues and ensuring any problems are resolved promptly.

• Monitor event timelines and adjust as necessary to stay on track.

• Ensure all event components (e.g., food, AV, décor etc) are on time and executed to the client’s satisfaction.

• Handle post-event wrap-up, including coordinating clean-up and ensuring all equipment is returned.

• Carries out other related duties as requested by the Director of Events.

Qualifications:

• Experience in Event Management, Hospitality, Marketing, or related field preferred.

• Proven experience as an Event Manager, Coordinator, or similar role with at least 3 years of experience in both pre-event planning and day-of operation is preferred.

• Strong organizational and time-management skills, with the ability to manage multiple events or tasks simultaneously.

• Exceptional communication skills, both verbal and written, with the ability to work effectively with clients, vendors, and team members.

• Problem-solving skills and the ability to remain calm under pressure.

• Proficiency in event planning software and tools, including but not limited to Prism, Delphi, Micros, Tripleseat and Microsoft Office Suite.

• Ability to work flexible hours, including evenings and weekends, as needed.

• Knowledge of budgeting and financial management for events.

• Experience with large-scale events (conferences, festivals, galas).

• Fluency in multiple languages is a plus.