Position: Senior Event Planner
Updated: April 2024
Reports to: Director of Sales & Marketing
Job Type: Full-Time Exempt

With an inviting inn, a working farm, and dining and spa experiences that honor both the land and the seasons, Southall Farm & Inn is a place where creativity, connection, and collaboration flourish. The ideal location for corporate retreats, executive summits, and to reward top performers, here everyday distractions give way to enticing discoveries. It’s a blend of tradition and innovation, fueled by curiosity and wonder—providing teams with the time and space to relax and build stronger bonds, or to focus and strategize.

The Senior Event Planner will partner with the Director of Sales & Marketing to oversee social events and corporate functions at the resort. This position will be responsible for soliciting new catering accounts by entertaining and maintaining relationships with existing accounts to meet and/or exceed food and beverage revenue goals.

Responsibilities:

• Coordinate and oversee client functions to ensure customer satisfaction
• Sell, manage, coordinate, and execute group assignments turned over by the Sales Department
• Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special offerings
• Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a good client relationship
• Prepare correspondence to customers, internal booking reports and file maintenance
• Participate in business review meeting, pre-convention meetings, training and other catering sales related meetings as required
• Work with other departments within the hotel to provide quality service to customers
• Attend community/social events and industry meetings Develop/maintain knowledge of market trends, competition and customers
• Prepare or delegate the preparation of function sheets and catering correspondence.
• Control the booking of all meeting space on property
• Consult with involved team members regarding the preparation of special menus and special services required.
• Responsible for proper forecasting of banquet food and beverage sales and maintenance of function records with responsible accounting department personnel.
• Analyzes food pricing and catering service records to plan and determine necessary adjustments of prices, policies, services, etc.
• Arranges the necessary details for banquets, off site events and other special parties. Sets and negotiates terms pertaining to the sale of the hotel’s catering services with the guidance of the Food and Beverage Director.
• Cooperates with other department heads to see that the overall commitments of the hotel are fulfilled.
• Assists management in other matters as required.
• Works closely with the Director of Sales & Marketing in coordinating sales activities and all functions booked into the hotel.
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.

Skills and Experience:

• 3 years of solid upscale hotel experience in leading event operations
• Opening experience is preferrable
• Excellent verbal and written communications, networking, and presentation skills (in English)
• Excellent organizational skills and attention to detail
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Demonstrated ability with constructive, team-centric leadership skills
• Excellent team skills, including but not limited to, listening, coaching, guiding, flexible working, adaptability, collaboration, and facilitation
• Excellent communication skills, including but not limited to, listening, asking questions, building consensus, presenting, obtaining buy-in

Education:

• 4-year college degree preferred, but combination of education and relevant position training and experience will be considered.
• CMP Certification preferred

This job description in no way states or implies that these are the only duties to be performed by the team member occupying this position. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.