Events Manager For Weddings & Social Gatherings

Company Description

A private Napa Ranch cultivating the future of wellbeing. Stanly Ranch - a land that was established with legacy in mind and furthers its progression now with enlightened 21st century ideals. A vanguard in the movement toward holistic wellbeing, Stanly Ranch empowers an immersive agricultural experience intended to not only revitalize those lucky enough to visit, but to leave them transformed. Guests, owners, and locals alike will be captivated by an active and engaged private ranch lifestyle uniquely curated to nourish the mind, body, and soul through a rare connection to the land and its bounty.

Job Description

The Event Manager for Weddings and Social Gatherings is responsible for managing all aspects of the event planning and execution process for all groups in the Wedding and Social segments. The position operates heavily in the Delphi software system, follows protocols for detailing events from the contract conversion to final billing and post-event follow up. 

The Event Manager For Weddings & Social Gatherings works closely with the Director of Events, Sales Managers, Director of Banquets, Banquet Captains, Culinary teams, and wedding and third party event planners, to detail weddings and social events through the creation of customized Group Resumes and Banquet Event Orders. Develops trusted relationships with each client to ensure goals and objectives are met or exceeded, high levels of service and attention to details are upheld, and opportunities for repeat business and referrals are secured.

The key responsibilities for this position are:

SALES: 

• Execute world class site visits & planning meetings, upsell events and packages to prospective planners and clients, offer pricing options that maximize revenue and profit for the resort, and streamline labor and costs. 
• Ensuring the achievement of resort revenue goals, including average check, site fees and profit margins.
• Keeping costs to a minimum by reviewing hours of events, ensuring maximum revenue for each program, and streamlining staffing needs without sacrificing quality.

KEY FUNCTIONS: 

• Developing planning and production timelines, BEOs, floorplans/diagrams and cost estimates that streamline the client experience, as well as the requirements on our internal partners/team members.
• Responsible for managing all facets of weddings and social events. 
• Act as a liaison between the Client and Operations of the hotel, to ensure a successful event for the clients and their guests, and that all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel. 
• Assist in communicating costs to clients in advance with accurate cost estimates, and contacting clients for timely collection of deposits for catering events. Partner with Banquets and Accounting to develop accurate master bills and ensure bills are sent out after group departure. 
• Provide billing details to the Director of Events on a weekly basis, for updates on the Catering Pace Report. 
• Develop, input and distribute resume details for each social event & wedding group. 
• Attend the Arrival meeting for the day before and day-of events, as well as daily Rally meeting when appropriate or necessary for an in-house group/client. 
• Prepare all documents for the Events Supervisor to distribute for weekly meetings, including BEOs and Resumes. 
• Coordination of all authorized Vendors to execute arrangements for functions, including audio/visual needs.  
• Overseeing Vendor load-in and strike when Vendors are contracted by the hotel; and ensuring Planner oversight of Vendor load-in and strike when contracted by the Planner or Client directly.
• Assist Banquet Managers and Captains with running functions. 
• Greet all clients as they arrive at the hotel to ensure that they have all required items. 
• Scheduling and managing Pre-Con meetings with Clients and all Department heads prior to program arrival date.
• Participate in weekly sales meetings and operations meetings to communicate the upcoming group’s needs. 

Qualifications

The ideal candidate will possess excellent communication skills as well as strong organizational skills and attention to detail, as well as a calm demeanor under pressure.  

Must have a strong sense of urgency and work in a timely and highly collaborative environment, with the ability to drive results with a wide range of key stakeholders.  Must be able to demonstrate thorough knowledge of the hotel's layout, function space, pricing and all other information needed to successfully execute various events.  Passion for high-touch service preferred, with previous experience in luxury fine dining and/or resort desirable.  

Additionally: