SUMMARY

The Event Planner is a key liaison for creating exceptional experiences, ensuring every detail of an event is planned and executed seamlessly. This role involves collaboration with members, guests, potential clients, and various departments to manage bookings, coordinate logistics, and execute events that meet and exceed expectations. The Event Planner is integral to maintaining high standards of service and communication while ensuring all operational goals align with the property’s mission and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Coordination and Planning

• Partner with members, guests, and potential clients to book, plan, and coordinate events.
• Schedule and manage facility use, negotiating event details to align with client needs.
• Arranging transportation, accommodations, event setup, and breakdown logistics
• Work with the Sales team to fulfill contracts for social, corporate, and golf events.
• Produce and oversee Banquet Event Orders (BEOs), leading weekly BEO meetings with departmental representatives to ensure smooth communication and execution.
• Conduct property tours, showcasing event spaces and amenities.
• Post-event analysis; evaluates the event’s success, gathering feedback from attendees, and preparing post-event reports.

Logistics and Communication

• Manage and maintain the master calendar of events, ensuring appropriate scheduling and service levels.
• Coordinate with various departments through daily operations and weekly resume meetings to ensure alignment on event details.
• Collaborate with the chef, banquet manager, and tournament coordinator to deliver food, beverage, spa, and golf needs for events.

Budgeting and Administration

• Creating and adhering to a detailed event budget with the client, tracking expenses throughout the planning process.
• Develop and maintain detailed event files, including contracts, BEOs, purchase orders, and promotional materials.
• Track revenue and expenses for all events, providing accurate pricing and charges to the accounts department.
• Prepare annual forecasts and operating budgets for special and member events.
• Research and procure rental equipment, decorations, and other event needs.

On-Site Execution and Standards

• Oversee events on-site, ensuring smooth operations and resolving any issues promptly.
• Be on-site and proactively ensure that the client’s setup—including event space, food and beverage, audiovisual (AV) equipment, and any other programmed needs—is fully prepared and aligned with client expectations prior to their arrival
• Will be onsite until and available until all critical aspects are successfully completed, including key speeches, presentations, food service, entertainment, and guest departures, and any potential issues have been addressed; this usually means staying until the very end of the event, but could be slightly earlier depending on the specific event and the team’s capabilities
• Maintain a professional demeanor, upholding property standards for appearance, communication, and service.
• Foster a clean and safe work environment, adhering to company policies and practices.

Other Duties

• Incorporate safe work practices into daily operations.
• Perform additional tasks and responsibilities as assigned by the Director of Sales & Marketing

Core Competencies

• Strong organizational and multitasking skills.
• Exceptional attention to detail and proactive problem-solving.
• Ability to foster positive relationships with clients and internal teams.
• Uphold the company’s mission, service philosophy, and core values.

QUALIFICATIONS

• High school diploma required; some college preferred. One to two years of event planning experience, preferably in a restaurant, golf club, or hotel setting.
• Current Food Handler Card and OLCC License preferred.
• Proficient in Microsoft Office Suite, Google platforms, and event management tools. Advanced skills in word processing and spreadsheets.
• Exceptional written and verbal communication skills. Ability to effectively present information to clients, managers, and the public.
• Strong mathematical abilities, including percentages, ratios, and cost analysis.
• Ability to define problems, collect data, and draw actionable conclusions.
• Adaptable to new tasks and changing priorities with a positive attitude.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

CERTIFICATES, LICENSES, REGISTRATIONS

Requires a valid Oregon Driver License.