The Events Manager is responsible for managing the full lifecycle of private events and group bookings within the club and hotel. This includes initial client contact, proposal development, contract administration, event planning, internal coordination, and onsite execution as needed. The role manages social dining events, meetings, multi-day bookings, cinema events, vignette/FSM bookings, and group room blocks, while ensuring a seamless client experience and strong internal communication across departments.
This position plays a key role in revenue generation, operational accuracy, and member/client relationship management. This role operates with autonomy in client management while escalating pricing strategy or complex negotiations to the Senior Events Manager as required. Works collaboratively with: Sales, Reservations, Finance, Operations, Culinary and Senior Leadership.
KEY RESPONSIBILITIES
Sales Administration
Manage incoming group room RFPs (6+ rooms) and qualifying event inquiries
Respond to all incoming leads in a timely and strategic manner to maximize conversion
Handle rate requests and distribute approved rates to group leads
Conduct client site visits to support booking conversion
Build, present, and issue detailed event proposals
Assume proposal management from Coordinator once RFP responses are issued
Proactively follow up on proposals to drive confirmed bookings
Achieve quarterly booking and revenue goals
Prepare and issue event and room block contracts, including secure payment links
Obtain required documentation, including certificates of insurance (COIs)
Collect rooming lists, catering selections, and event setup details from clients
Ensure guest rooms and meeting spaces are properly blocked and reflected in systems
Maintain accurate booking records within GRC
Send pre-arrival communications to group clients
Build comprehensive Banquet Event Orders (BEOs) for private and programming events
Obtain final client approval and signed BEO confirmation
Ensure all documentation is complete and distributed to relevant departments
Collect deposits, final payments, and outstanding balances in accordance with company procedures
Ensure proper pre- and post-function payment processes are followed
Submit all guest checks, master folios, and deposits to Accounting
Partner with Accounting and Front Office to verify billing accuracy prior to client distribution
Issue final invoices and post-event communications
Work closely with Banquet and F&B teams to align on guest expectations
Establish on-site client contact as required and facilitate handoff to service team
Anticipate and resolve group-related issues in coordination with operational departments
OPERATIONAL PLANNING
Assess event requirements and determine appropriate staffing levels in collaboration with operational leadership
Develop, finalize, and distribute detailed event floorplans aligned with client specifications
Build and deliver finalized Banquet Event Orders (BEOs) to operational teams
Lead BEO meetings to ensure cross-departmental alignment and clarity of execution
Communicate A/V requirements to designated internal contacts
Coordinate external vendors and suppliers, including submission of rental orders as required
Manage event permits and compliance requirements where applicable
Maintain accurate tracking of event-related inventory and rental items
Provide onsite event management and serve as client contact as required
Ensure event setup aligns with contracted specifications and approved BEO details
Address client needs and operational adjustments in real time to ensure seamless execution
Transition event oversight to operations leadership following the initial execution phase
Participate in programming and calendar meetings to maintain awareness of upcoming events and space utilization
Coordinate VIP amenities and special arrangements for member and group bookings
ESSENTIAL QUALIFICATIONS
Minimum of 3 years of relevant experience within the industry
Must have a high level of attention to detail and strong organizational skills to facilitate the coordination of all departments in fulfilling the client's requests
Must have strong communication and organizational skills with guests, management, and co-workers to their understanding
Prioritize and organize work assignments, have timely follow up and execution
Proficiency with CRM and event management systems; TripleSeat experience preferred
Technologically sound with Microsoft Office applications
Ability to understand guests' service needs & requests in a polite manner
Ability to apply logical thinking and understanding to carry out written and oral instructions
Ability to address and solve problems involving guest and operational issues
Flexibility to support business needs, including evenings or weekends when required.
PHYSICAL REQUIREMENTS
Requires standing, walking and sitting frequently and fluctuates depending on the day
Requires use of computer and visual acuity on a frequent basis.
Ability to move throughout the club to observe operations and attend meetings.
Occasional lifting of materials or equipment will also vary depending on the activity being performed.