Event Planning Manager

Event Planning Manager

Thompson Houston is now recruiting an Event Planning Manager to join our sales and catering team. Set in a soaring 36-story skyscraper, Thompson Houston The Residences at the Allen is the city's most fashionable landmark. This architectural marvel sets a stylish scene for influential locals, seasoned globetrotters, and cultural tastemakers to meet and connect, luxuriate, and celebrate. The hotel's coveted location in verdant Buffalo Bayou Park centers the property as a veritable oasis within the city. This luxury oasis boasts 172 luxury guestrooms, including 34 breathtaking suites, and a private collection of 100 residences. Unmatched amenities include a full-service spa, a well-equipped fitness center, several destination restaurants, a private heliport, an expansive one-acre pool deck, and over 17,000 square feet of flexible meeting and event spaces. As a Thompson Houston colleague, you will enjoy the following benefits : free room nights, discounted and friends & family room rates, medical, dental and vision insurance with only a 30-day waiting period, 401K with company match, free parking, generous paid time off, paid family bonding time and adoption assistance, tuition reimbursement, employee stock purchase plan, and discounts at various retailers.

Job Description

At Thompson Houston we believe our guests select the Thompson brand because of our caring and attentive associates who are focused on providing authentic hospitality and meaningful experiences to each and every guest. Thompson Houston is a place where high expectations aren't just metthey're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. Discover your place to shine in our warm, respectful, and inclusive culture. The Event Planning Manager is responsible for coordinating, servicing, and executing memorable social events (weddings, galas, and other special celebrations) and corporate functions. This position serves as the liaison between clients, meeting and event planners, and hotel departments to ensure seamless communication, flawless event execution, and exceptional guest experiences. Key responsibilities include administering sales and event agreements, detailing all food, beverage, and A / V needs, managing room blocks and pick up, billing instructions and conducting a final event review. Event Planning Managers are the on-site contacts and are responsible for ensuring the smooth execution of all events. This role reports directly to the Director of Catering & Special Events and the Director of Sales, Marketing, and Events.

Responsibilities & Duties Include

• Develop and establish a full working knowledge of hotel operations, services, and policies.
• Maintain visibility, professionalism, and integrity of the Sales & Events Department.
• Collaborate closely as a team player with the sales, marketing, and events team, and other hotel departments.
• Prioritize tasks and independently manage workflow based on business demands and department policies and procedures.
• Conduct in-person and virtual site inspections for existing and prospective clients.
• Clearly communicate hotel policies, procedures, and services offered by the hotel to clients and planners.
• Manage work schedule strategically to be on-site during event times, site tours, menu tastings, and other meetings.
• Adhere to event contract terms, including key due dates and contracted minimums.
• Plan, organize, and execute events, consistently meeting or exceeding client and planner expectations.
• Confirm all client requirements through the Catering Agreement, Sales Agreement, and Banquet Event Orders in writing to the client and all affected departments.
• Detail and review Event Orders (EOs) with clients and internal hotel departments.
• Manage and track room blocks, including rooming lists, pick-up reports, individual call-in, and online bookings in collaboration with the Reservations team.
• Monitor cut-off dates to ensure maximum room revenues have been achieved.
• Prepare for and actively participate in Weekly Group Resume meetings, Daily Standup meetings, and BEO meetings.
• Coordinate and communicate event logistics and timelines with all departments to ensure a seamless client experience.
• Maintain effective, consistent, and professional communication with clients and internal departments.
• Monitor event activities to ensure compliance with applicable Standard Operating Procedures, satisfaction of participants, and resolution of customer service issues or concerns.
• Manage revenue tracking, lead logs, commission payments, and forecast data for month-end reporting.
• Maintain and track accurate records and detailed communications in Envision.
• Ensure thorough organization and documentation in Hyatt Systems.
• Meet or exceed annual performance goals.
• Negotiate room blocks, room rates, function space, food and beverage prices, and resort services within approved booking guidelines.
• Responsible for all deposit and payment confirmations, reconcile final invoices with Finance / Shared Services Billing teams and clients.
• Perform additional duties as assigned by the Director of Sales, Marketing, and Events or the Director of Catering and Special Events.

Qualifications

A true desire and passion for delivering exceptional service in a fast-paced environment. Refined and professional verbal and written communication skills. Must be proficient in general computer applications. Minimum of three years of hotel experience, with at least two years of hotel event planning. Knowledge of Envision Sales and Social Tables. Highly detailed-oriented and organized. Strong problem solving, reasoning, organizational, and training skills. Requires full flexibility, including the ability to work weekends, nights, and / or holidays. Thorough knowledge and understanding of best practices and procedures regarding event logistics, catering operations, food and beverage service, menu development and pricing. Strong analytical skills with the ability to interpret data, assess situations, draw logical conclusions, and make sound recommendations. Excellent negotiation, sales, and relationship-building skills with clients, event planners, and internal departments.

Our Values

Empathy | Integrity | Respect | Inclusion | Experimentation | Wellbeing

Primary Location

US-TX-Houston

Organization

Thompson Houston

Pay Basis

Yearly

Job Level

Full-time

Job

Catering / Event Planning

Req ID

HOU003295

Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.