Events Coordinator Jobs in Reedsburg, WI (NOW HIRING)

The Sales and Catering Managers are the first touch-point that our clients experience when requesting for information – and this role’s main responsibility is to turn group inquiries into signed contracts.

This role is focused on responding quickly to new leads, building clear proposals, hosting exciting and engaging site tours, and coordinating more than just the basics with our Events/Operations team so each group has a great experience.

Think of this as a fullcycle role: from first email to postevent thank you—you are the main success strategy for clear and concise guidance to our clients and their functions, in addition to being the relationship they go to when they need something.

• Every timely reply and clear proposal increases our chance to win the booking.
• Assisting our Events team to deliver what our client has been sold avoids surprises and protects guest experience and margin.
• Strong followup turns firsttime groups into repeat business.

Lead Response & Qualification

• Reply to new inquiries within 1 business hour (during business hours).
• Qualify needs: dates, spaces, guest rooms, budget, decision process, and next steps.
• Log details in the CRM immediately; set a clear next action and date.

Proposals & Pricing

• Build clear proposals within 24 hours for standard requests (<48 hours for custom).
• Spell out dates, spaces, room blocks, menus, inclusions/exclusions, and key deadlines.
• Use pricing guardrails, but work with clients on budget; flag any exceptions for quick review.
  

Site Tours & Storytelling

• Host professional site visits and virtual tours tailored to the client’s goals.
• Confirm fit: capacities, flow, AV, menu options, special requests.
• End each tour with a specific next step and date (e.g., contract by Friday).

Event Handoff (BEO, Group Resumes/Checklists, Culinary Team Updates)

• Create/update/manage the Banquet Event Order (BEO = the event’s instruction sheet) accurately.
• Hand off to Events/Operations with clean instructions and understanding of guests expectations and special requests (dietary, timing, etc)
• Attend preevent planning calls when needed for complex groups.
• Coordinate with kitchen and culinary team members and leadership on specialty items/events/requests for clients

Pipeline & Admin

• Keep opportunity stages, close dates, and notes current in the CRM.
• Maintain a tidy calendar: site tours, proposal deadlines, deposit dates.
• Bring top deals and any pricing/space exceptions to the bi-weekly deal checkin.

PostEvent FollowUp

• Send a thankyou within 3 business days.
• Capture quick feedback and one testimonial line when possible.
• Invite the group to rebook (offer nextyear dates or a soft hold).

• Triage new emails and requests for proposal (RFPs).
• Build proposals and schedule site tours.
• Organize proposals and present to leadership for approval, adjustments, requests, and potential upsell options. Negotiate with the client to make best decisions for both the client and the company.
• Join a quick bi-weekly deal review to confirm pricing/discounts before contracting.
• Meet with Events Teams to confirm counts, rooming lists, timelines, A/V requests, and special requests.

• Days 1–30: Learn spaces/capacities/menus; shadow 3–5 tours and spend 3-5 shifts with Banquet/Catering Teams to understand functions/setup/execution/tear-down; handle/edit standard proposals.
• Days 31–60: Master proposal templates; host site tours; support one complex event handoff; maintain accurate CRM pipeline.
• Days 61–90: Own full-cycle standard inquiries & Manage a balanced pipeline; hit speedtolead and proposals; close multiple standardsize groups; present 3 ideas to improve templates or checklists.

• Speed: first reply within 1 hour; proposal within 24 hours (measured).
• Conversion: 30–40% of qualified proposals become signed contracts (property target).
• Revenue: hit quarterly booking goals for rooms and food & beverage.
• Quality: ontime, complete handoffs (BEO + Group Resume’s) and positive postevent feedback.

• State association board retreat (20 rooms, meeting room, working lunch).
• Corporate training (40–60 rooms over 2 nights, two breakout spaces, AV, reception).
• Social/wedding block (25–40 rooms, rehearsal dinner space, in-room amenity gift).
• Sports or youth group (30–50 rooms, early breakfast coordination).

What This Role Is Not

• Not a peoplemanager role (no direct reports).
• Not responsible for setting pricing strategy—use the guardrails provided and escalate exceptions.

 Site Tours & Storytelling

• Host professional site visits and virtual tours tailored to the client’s goals.
• Confirm fit: capacities, flow, AV, menu options, special requests.
• End each tour with a specific next step and date (e.g., contract by Friday).

Event Handoff (BEO, Group Resumes/Checklists, Culinary Team Updates)

• Create/update/manage the Banquet Event Order (BEO = the event’s instruction sheet) accurately.
• Hand off to Events/Operations with clean instructions and understanding of guests expectations and special requests (dietary, timing, etc)
• Attend preevent planning calls when needed for complex groups.
• Coordinate with kitchen and culinary team members and leadership on specialty items/events/requests for clients

Pipeline & Admin

• Keep opportunity stages, close dates, and notes current in the CRM.
• Maintain a tidy calendar: site tours, proposal deadlines, deposit dates.
• Bring top deals and any pricing/space exceptions to the bi-weekly deal checkin.

PostEvent FollowUp

• Send a thankyou within 3 business days.
• Capture quick feedback and one testimonial line when possible.
• Invite the group to rebook (offer nextyear dates or a soft hold).

• Triage new emails and requests for proposal (RFPs).
• Build proposals and schedule site tours.
• Organize proposals and present to leadership for approval, adjustments, requests, and potential upsell options. Negotiate with the client to make best decisions for both the client and the company.
• Join a quick bi-weekly deal review to confirm pricing/discounts before contracting.
• Meet with Events Teams to confirm counts, rooming lists, timelines, A/V requests, and special requests.

30–60–90 Day Onboarding Plan

• Days 1–30: Learn spaces/capacities/menus; shadow 3–5 tours and spend 3-5 shifts with Banquet/Catering Teams to understand functions/setup/execution/tear-down; handle/edit standard proposals.
• Days 31–60: Master proposal templates; host site tours; support one complex event handoff; maintain accurate CRM pipeline.
• Days 61–90: Own full-cycle standard inquiries & Manage a balanced pipeline; hit speedtolead and proposals; close multiple standardsize groups; present 3 ideas to improve templates or checklists.

• 1–2 years in hotel/resort sales, catering/events, or venue sales (coordinator or manager level).
• Clear written communication; comfortable on phone/video with clients.
• Strong organization and followthrough across multiple dates and spaces.
• Familiarity with any sales/event system (we will train on ours).

• Experience with group room blocks, simple menu planning, or basic floor plans.
• Hospitality or business degree/certificate.

• Fulltime; some evenings/weekends when groups are on site.
• Occasional local travel for client meetings and/or industry networking events.

• Able to walk the property for tours.
• Lift up to ~25 lbs occasionally (collateral boxes, etc.).

• CRM for pipeline tracking and emails.
• Event sales software for proposals, BEOs, and function sheets.
• Email/video tools for client communication; property tour materials and checklists.

• Base salary + quarterly bonus tied to booked and delivered revenue (higher payout for overgoal performance).
• Health, dental, vision options; PTO; 401(k) opportunities; resort discounts.
• Exact range depends on experience and local market. Range can span from $50k - $70k based on experience and potential commission structures.