Day of Event Coordinator

Job Title: Day of Event Coordinator

Department: Banquets

Reports To: Banquet Manager

FLSA Status: Non-Exempt

Job Summary

Non -Tipped. This hotel operates under a hospitality-inclusive service model, where our team is compensated at a premium rate, and gratuity is not charged by the hotel and is not necessary. The Day-of Event Coordinator serves as the client’s dedicated point of contact with the hotel and event operations on the day of the event. The coordinator works in conjunction with the Banquet Captain assigned to the event to help ensure that the client’s timeline, event details, and hotel-related needs are coordinated smoothly.

The Day-of Event Coordinator is available one hour prior to the event through the conclusion of the event and will be introduced to the client on the day of the event. A group chat will be created on the day of the event to facilitate communication between the client, Coordinator, and appropriate hotel personnel.

This position provides day-of event coordination and hotel liaison services and is not intended to replace a full-service event planner, event designer, or outside vendor.

Essential Duties and Responsibilities

Event Coordination & Timeline

• Serve as the primary day-of connection between the client and hotel event operations.
• Work closely with the Banquet Captain assigned to the event.
• Monitor and help maintain the event timeline provided by the client.
• Assist with the procession and entrance lineup.
• Assist the client with coordinating vendors during the event.
• Communicate event-related needs to the appropriate hotel departments.
• Serve meals and beverages to the client during the event.
• Confirm that scheduled deliveries have arrived at the hotel.
  • Whenever possible, deliveries should be scheduled 24–48 hours prior to the event.
• Ensure event rooms are set according to the approved room diagrams.

Placement of Client-Provided Items

Assist with the placement of the following items:

• Escort cards on the designated table (provided by the client).
• Table numbers (hotel-owned or client-provided).
• Menu cards.
  • If menu cards are provided through the hotel, the hotel has limited design options available.
• Cake topper placed on the cake by Kitchen Staff (provided by the client).
• Bathroom basket drops (provided by the client).
• Photo collages and signs (provided by the client).

Communication & Availability

• Be available beginning one hour prior to the event through the conclusion of the event.
• Participate in the day-of group chat established for event communication.
• Coordinate with the client, Banquet Captain, and hotel departments as needed.
• Communicate timing and logistical concerns to the appropriate hotel personnel.

Items Outside the Scope of the Position

The Day-of Event Coordinator does not:

• Set up, assemble, install, or place décor, florals, or items supplied by outside vendors.
• Assemble or arrange outside vendor materials or installations.
• Print or provide name cards or escort cards.
• Handle day-of electrical needs or provide last-minute electrical arrangements. All electrical requirements must be communicated and arranged in advance.
• Guarantee vendor supplies or equipment. Any supplies needed by vendors are subject to hotel availability.
• Assume responsibility for setup, breakdown, or equipment belonging to outside vendors.

Client Responsibilities

The client is responsible for:

• Providing the final event timeline and room diagrams in advance.
• Providing all client-supplied items for placement.
• Coordinating setup and breakdown requirements with outside vendors.
• Scheduling deliveries 24–48 hours prior to the event whenever possible.
• Communicating all special electrical, equipment, and vendor requirements to the hotel in advance.
• Ensuring outside vendors provide their own required supplies and equipment unless otherwise confirmed by the hotel.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of word processing, spreadsheet, accounting, and internet software, contact management systems, as well as PowerPoint.

Education/Experience:

Associate's degree (A.A./A.S.) or equivalent from two-year college or technical school; and four to six years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Other Abilities:

• Oral and written communication skills
• Presentation skills
• Internet/social media management

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, use hands, and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.