Job Description

Position Summary

The Hotel Event Manager is responsible for planning, coordinating, and executing meetings, conferences, social events, and group functions from contract turnover through event completion. This role serves as the primary point of contact for clients and works closely with hotel operations to ensure all event details are accurately communicated, well-executed, and aligned with hotel standards.

The Event Manager ensures a seamless client experience and maximizes event revenue while maintaining strong relationships and delivering exceptional service.

Key Responsibilities

Client Management & Event Planning

• Serve as the main contact for clients after contract signing, guiding them through the planning process.
• Conduct thorough event detailing, including room setups, menus, audio-visual needs, décor, timelines, and billing arrangements.
• Lead pre-conference meetings and coordinate site visits as needed.
• Prepare and distribute Event Orders (EOs) and event resumes to internal departments.
• Manage changes to event specifications and ensure accurate, timely communication with all operational teams.

Event Execution

• Act as the on-site contact during key events when appropriate.
• Partner with Banquets, Culinary, AV, Front Office, and other departments to ensure flawless event execution.
• Monitor event progress, guest satisfaction, and service delivery, addressing issues promptly.

Financial Responsibilities

• Review and understand group contracts, ensuring adherence to F&B minimums, concessions, room blocks, and billing requirements.
• Upsell menu items, enhancements, and services to maximize revenue.
• Prepare accurate event estimates and final billing; ensure deposits, payment schedules, and billing instructions are followed.
• Track revenue contributions for forecasting and reporting.

Operational Coordination

• Create and maintain detailed event documents, timelines, and communication plans.
• Attend weekly BEO meetings and operations briefings.
• Ensure all event details meet hotel brand standards and local compliance requirements.

Relationship Building

• Develop positive client relationships to encourage repeat business and referrals.
• Collaborate with Sales, Revenue, and Catering teams to support cross-departmental goals.
• Represent the hotel in a professional, service-oriented manner.

Administrative & System Use

• Utilize hotel event management systems.
• Maintain updated client files and communication logs.
• Perform post-event follow-up, including surveys and thank-you communication.

Key Competencies

• Client-focus and service mindset.
• Problem solving and adaptability.
• Time management and prioritization.
• Collaboration across departments.
• Professional communication (written and verbal).
• Ability to remain calm under pressure.
• Other Duties as assigned