Events Coordinator

Manage Marketing & Sales Events Calendar on Outlook, Tripleseat, and any third party sites as needed. Calendar events must be sent out when an event is made definite to Property Management and all related parties.  

Responsible for supporting the Brand Director and Sales manager with any pre-event admin needs. This includes calendaring, group catering orders, coordinating necessary decorations, detailing BEOs and Event Menus, proactive communication between client, vendors & management including all related parties within the F&B department & Marketing department when applicable.  

Schedule & work with outside vendors and collect W9, invoices and process Check Requests 

Facilitate all BEO communication. BEOs should be sent to each property one week prior to day of event. Revised BEOs must be sent to each property no later 72 hours.  

Attend weekly operations meetings & coordinate effectively with team to ensure all event procedures are being implemented, followed and communicated in preparation for day of event.  

Event Coordinator is responsible for assisting with the execution of events assigned to them and must be on site for its entirety.  

Responsible for working with graphic designer and Brand Team to create any necessary branded collateral for events  

Assist Sales Managers with weekly Reports to be sent out to management detailing activity for the week, definite, tentative and prospecting events. 

Work with Brand team to create Marketing event responsibilities will include building concierge packages, sourcing & purchasing of special events swag, calendar of marketing events & coordination, coordinating local gyms & work spaces marketing happy hours, coordinating local resident building happy hours, and hotel guest activations 

Responsible for communicating any website updates related to events to marketing team  

Managing all guest lists for events and optimizing email address collection 

Work closely with the social media manager to promote and amplify all branded events, as well as gather any necessary assets prior to event to promote on social channels. May be required to gather content for social team. Work with Photographers on site to receive assets and deliver to marketing team.  

Oversee database and ensure it is constantly being updated with contacts from sevenrooms, event rsvps, client leads, and any additional third party sites.  

Manage Marketing & Sales Events Calendar on Outlook, Tripleseat, and any third party sites as needed. Calendar events must be sent out when an event is made definite to Property Management and all related parties.  

Responsible for supporting the Brand Director and Sales manager with any pre-event admin needs. This includes calendaring, group catering orders, coordinating necessary decorations, detailing BEOs and Event Menus, proactive communication between client, vendors & management including all related parties within the F&B department & Marketing department when applicable.  

Schedule & work with outside vendors and collect W9, invoices and process Check Requests 

Facilitate all BEO communication. BEOs should be sent to each property one week prior to day of event. Revised BEOs must be sent to each property no later 72 hours.  

Attend weekly operations meetings & coordinate effectively with team to ensure all event procedures are being implemented, followed and communicated in preparation for day of event.  

Event Coordinator is responsible for assisting with the execution of events assigned to them and must be on site for its entirety.  

Responsible for working with graphic designer and Brand Team to create any necessary branded collateral for events  

Assist Sales Managers with weekly Reports to be sent out to management detailing activity for the week, definite, tentative and prospecting events. 

Work with Brand team to create Marketing event responsibilities will include building concierge packages, sourcing & purchasing of special events swag, calendar of marketing events & coordination, coordinating local gyms & work spaces marketing happy hours, coordinating local resident building happy hours, and hotel guest activations 

Responsible for communicating any website updates related to events to marketing team  

Managing all guest lists for events and optimizing email address collection 

Work closely with the social media manager to promote and amplify all branded events, as well as gather any necessary assets prior to event to promote on social channels. May be required to gather content for social team. Work with Photographers on site to receive assets and deliver to marketing team.  

Oversee database and ensure it is constantly being updated with contacts from sevenrooms, event rsvps, client leads, and any additional third party sites.