Meeting and Event Manager

Job Summary

The Meetings & Events Manager is responsible for planning, detailing, coordinating, and executing group accommodations, meetings, conferences, banquets, social events, and special events across a complex luxury hospitality environment. This role supports a property complex that includes a AAA Four Diamond, 236-room full-service hotel with 22,000 square feet of meeting space across 17 meeting rooms; a 26-room Five Diamond ultra-luxury boutique hotel with a Michelin-recommended restaurant; a luxury day spa; and multiple onsite and offsite food and beverage venues.

The Meetings & Events Manager reports to the Director of Meetings & Events and serves as the primary liaison between clients, meeting planners, sales, operations, culinary, banquet, rooms, revenue management, reservations, accounting, and external vendors to ensure every event is thoughtfully planned, accurately communicated, profitably managed, and flawlessly executed.

Supervisory Responsibilities

None.

Duties & Responsibilities

• Review assigned group files, sales contracts, program agendas, room blocks, billing terms, concessions, and event requirements.
• Partner with Sales Managers to clarify contract details, client expectations, and opportunities for revenue growth.
• Ensure program agendas align with the Function Diary, space availability, event flow, and operational requirements.
• Coordinate all group rooms needs, including rooming lists, cutoff dates, room block review, special requests, VIPs, and changes.
• Work with Revenue Management on additional room requests, rate approvals, inventory needs, and forecast accuracy.
• Communicate rooming list updates and group changes to Reservations and Front Office teams for accurate Opera entry.
• Detail and coordinate catering functions, including menus, room sets, timelines, audiovisual needs, décor, staffing, service style, dietary needs, and special requests.
• Create accurate Group Resumes and Banquet Event Orders, ensuring timely client review, approval, and internal distribution.
• Distribute BEOs and Group Resumes according to established timelines, including at least 10 days and 7 days prior to group arrival when applicable.
• Attend BEO, Resume, pre-convention, and operations meetings to review upcoming programs and address operational questions.
• Maximize revenue through strategic upselling of rooms, food and beverage, audiovisual, amenities, spa, restaurant experiences, offsite venues, and other enhancements.
• Coordinate luxury experiences, VIP arrivals, welcome amenities, room drops, planner gifts, and special touches in partnership with Guest Relations, Front Office, Spa, Culinary, and Food & Beverage.
• Coordinate onsite and offsite events, ensuring approved vendors are used or that outside vendors provide required certificates of insurance and documentation.
• Serve as the primary point of contact for meeting planners and event hosts before, during, and after the program.
• Conduct pre-conference meetings when appropriate to ensure alignment between the client and hotel operations teams.
• Monitor event execution, proactively identify service gaps, and resolve client concerns with urgency and professionalism.
• Maintain a visible presence during key event moments, including arrivals, meal periods, VIP functions, and high-profile events.
• Ensure all event details meet brand standards, luxury service expectations, safety requirements, and client specifications.
• Maintain accurate group room night and banquet revenue forecasts.
• Support budget control, revenue tracking, and short- and long-term forecasting efforts.
• Review preliminary master accounts with clients prior to departure when applicable.
• Review invoices, banquet checks, captain''s reports, backup documentation, adjustments, attrition, cancellation fees, and final billing details.
• Communicate final billing instructions and attrition penalties to Accounting after group departure.
• Collect client feedback, identify opportunities for improvement, and send appropriate post-event thank-you correspondence.
• Enter captain''s reports, client preferences, feedback, and relevant post-event notes into Delphi for future reference.
• Handle banquet and event inquiries based on business demand.
• Initiate and support action plans that improve service quality, event execution, revenue performance, and client satisfaction.
• Maintain strong interdepartmental communication across Sales, Catering, Banquets, Culinary, Stewarding, Audio Visual, Front Office, Housekeeping, Reservations, Revenue, Accounting, Spa, Restaurants, Security, Engineering, and Valet/Parking.
• Perform other related duties as assigned.

Required Skills & Abilities

• Excellent written and verbal communication skills.
• Exceptional organizational skills, attention to detail, and follow-through.
• Ability to manage multiple complex programs, events, deadlines, and client expectations simultaneously.
• Full service and luxury hospitality presence, professional polish, and client-facing confidence.
• Ability to anticipate client and operational needs before they become issues.
• Strong understanding of hotel operations and how departments interact to deliver group and event experiences.
• Knowledge of banquet operations, event setup standards, food and beverage service, menu planning, dietary requirements, and event timing.
• Knowledge of health department rules, liquor laws, service standards, and safety policies.
• Ability to read, interpret, and execute contracts, BEOs, resumes, floor plans, menus, banquet checks, and billing documentation.
• Strong revenue mindset with the ability to identify upsell opportunities and maximize profitability while maintaining client satisfaction.
• Ability to work independently and collaboratively in a fast-paced, high-expectation luxury environment.
• Proficiency in Microsoft Office Suite or similar software.
• Experience with Opera, Delphi, or similar property management, sales, catering, or event management systems preferred.
• Strong problem-solving skills and the ability to remain calm, professional, and solutions-oriented under pressure.

Education & Experience

• Bachelor''s degree in hospitality, event management, business, communications, or a related field required.
• Prior hotel, catering, conference services, meetings, events, or luxury hospitality experience required.
• Experience in a full-service, luxury, resort, boutique, or complex hospitality environment preferred.
• Experience managing corporate meetings, incentive programs, social events, weddings, executive programs, VIP events, or high-touch luxury events preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to stand and walk for extended periods during site visits, event setup, and event execution.
• Must be able to move throughout hotel, meeting, spa, restaurant, and offsite event spaces as needed.
• Must be able to lift up to 15 pounds at times.

Work Environment

This role operates in a complex full service and luxury hospitality environment with frequent interaction across hotel rooms operations, meeting space, banquet areas, restaurants, spa, outdoor spaces, and offsite venues. The position requires flexibility, professionalism, and availability based on business demands, including mornings, evenings, weekends, holidays, and peak event periods as needed.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.