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Event Sales Coordinator

City Winery delivers the highest-end combined culinary and cultural experience to our customers who are passionate in sharing wine, music, and culinary arts. We are a unique facility, combining a fully functioning winery with intimate concerts, food & wine classes, private events in a variety of configurations, and fine dining. We have created a compelling mix for our sophisticated clientele of foodies and active cultural patrons—bringing the wine country experience to the middle of a large city.

Position Summary:

Provide support to clients during the planning stages of events post-hand off from the Event Director; focus will be directed on medium and large events.  Develop, organize and manage all events from the point of contract to the hands-on execution of the event.  Successfully materialize the vision of the client, exceeding expectations at every opportunity; work with department heads to exceed client expectations during execution.  Maintain a well articulated and properly detailed working BEO in TripleSeat and communicate with other departments throughout the planning process.  Establish and maintain excellent client relationships throughout planning and after the event in order to ensure return business and positive word of mouth publicity; endeavor to ensure that all guests will return and/or refer new business to City Winery for not only private event needs but also as a premier entertainment & hospitality venue. 

 

Overview of Responsibilities                                                                                                                                         Tasks include, but are not limited to:

Operations                                                                                                                                                                   Interact and develop a relationship with each client from the point of introduction
Develop, organize and manage designated events from the point of contract to the hands-on execution
Maintain correspondence with client throughout event preparation and execution to ensure clients’ needs are met and/or exceeded                                                                                                                                                           Create organized and detailed Banquet Event Orders (BEOs) to be passed along to other departments (i.e. Front of House, Kitchen, etc.) to ensure smooth execution the day of event
Work directly with Executive Chef, Wine Director, GM and FOH Managers to secure event needs for execution             Schedule and conduct a walk-through with client to arrange and confirm details pertaining to every element of the event                                                                                                                                                                           Oversee event set-up and introduce client/on-site contact to Front of House Manager(s) facilitating particular event   Be available for questions during event set-up and check in on event periodically
Participate in weekly event production meetings to communicate the BEOs to team

Sales                                                                                                                                                                               Find opportunities to “Up Sell” (Custom Label Wine, beverage upgrades, menu upgrades, etc.)
Create addendums for any additions to the original contract

Admin / Assistant                                                                                                                                                         Assist Event Director with writing event-specific paperwork
Manage phone calls and inquiries
Retrieve appropriate documents from Event Director and client to create and maintain physical file for each event

Establish and maintain department filing system to ensure efficiency and organization (upcoming events, events in progress, completed events, beverage logs, etc.; archive files as appropriate)
Maintain existing department resources (menus & descriptions, wine & beer lists, wine tasting notes, vendor resources/catalogs, etc.)                                                                                                                                           Maintain event materials and collateral (Press Kits, Event Brochures, Banner Ads, etc.)                                          

Financial                                                                                                                                                                       Create and analyze monthly and weekly Event Department Revenue vs. Cost Report
Collect all payments (including deposit, balance and addendum) and correspond with Accounting Department when necessary to facilitate and ensure receipt of payments

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