Senior Event Planner

Position: Senior Event Planner
Updated: April 2024
Reports to: Director of Events
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 is responsible for planning and coordinating group meetings, retreats, programs, and other special events that are booked through the sales department. This role will also oversee the planning for Southall internal events. The Senior Event Planner ensures all arrangements are made and executed to the client's expectation and satisfaction.

Responsibilities:

• Coordinate and oversee client functions to ensure customer satisfaction
• Upsell, 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
• Lead the planning efforts for internal events including specialty dinners, holiday brunches, concert series and other special events.
• 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.
• Consult with involved team members regarding the preparation of special menus and special services required.
• Cooperates with other department heads to see that the overall commitments of the hotel are fulfilled.
• Assists management in other matters as required.
• 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:

• 5+ years of solid upscale hotel experience in leading event operations
• 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) and Delphi
• 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.