Event Coordinator

Position Summary:

Manage Ballroom and Event Room gatherings from planning to execution and post-event evaluation. Assist with staff training, management, and departmental operations while fostering a positive environment that ensures exceptional guest service for the CityFlatsHotel brand.

Education:

Bachelor’s degree in hospitality with an emphasis on Event Planning & Management with one to two years’ experience in food and beverage and/or banquet and catering service

Responsibilities:

Below is a list of typical responsibilities, these may change over time and are not inclusive of position

Office/Venue Coordination:

• Assist Event Sales Manager with inquiries and scheduling and executing tours as needed
• Assist with updating & maintaining all inquiry and event management platforms as needed:

- Toast 

- The Knot & WeddingWire

- Eventective

- Experience Grand Rapids

- Eventbrite

- Wordpress (CityFlatsHotel.com)

• Assist with updating department operational materials

- Contracts and Catering Menus

- Planning checklists and templates

- Financial and reporting sheets (sales and booking reports, payment forms, etc.)

- Standard Operating Procedures (SOPs) (guest service guidelines, food/beverage 

protocols, venue setup and tear down procedures, etc.)

- Staff training and management materials

• Keep up to date on TIPs & ServSafe certifications and training
• Assist with ordering event and office supplies and maintaining regular inventories 
• Maintain a clean and organized work environment in the office, event spaces, and kitchen/storage spaces
  
   

Event Coordination & Execution: 

• Execute all client correspondence with assigned groups
• Assist with planning and executing group tastings and conduct private tastings as needed
• Schedule and execute Initial Walk Thru Meetings

- Create event BEO while offering suggestions and upselling to meet clients’ needs

- Draft room layouts according to guest requests and venue limitations

- Create event timelines maintaining venue service guidelines

• Maintain client communication throughout planning process, updating plans as needed
• Schedule and execute Final Walk Thru Meetings

- Finalize all event documents (final decisions, guest counts, etc.)

- Complete any remaining pre-payments, including food and beverage deposits

• Execute all events assigned on event days

- Oversee food and beverage services (communicate effectively with FOH/BOH teams, clients, and vendors)

- Oversee staff and client safety, monitor bartenders with alcohol safety

- Open and close events according to department guides (occasional late nights should be expected)

- Setup and assist with A/V items such as lighting, microphones, TVs, etc.

• Complete all event paperwork and reporting:

- Staff assignments, requisition sheets for bar, etc.

- Finalize requisition sheets and submit Unlimited Bar Breakdowns to Accounting

- Update final BEOs and submit final invoices to clients

- Update sales reports, documenting final event revenue

• Close out events

- Collect final payments and follow up on unpaid accounts

- Ask clients for event feedback, to complete reviews, and share event photos

• Assist in planning and hosting in-house events:
  • Assist with creating the monthly schedule for all banquet staff (bartenders and servers) as needed

- Galentine’s Day Sip ‘N Shop 

- Easter & Mother’s Day Brunches

- Other in-house events created by the Events Department

- Attend Bridal Shows and other networking events to represent the CityFlatsHotel brand as requested by the Hospitality Director

Employee Coordination:

• Assist with interviewing & hiring banquet staff as needed
• Assist in training new banquet staff
• Manage banquet staff on day of event

- Motivate/Discipline staff accordingly

- Address current topics from working day-to-day during events with team

• Assist with executing all Banquet Staff Meetings
• Contribute to banquet staff annual review feedback
• Maintain a positive work environment for all staff and encourage positive employee morale