Special Events and Wedding Coordinator

Property: Beach Plum Farm

Department: Events

Title: Special Events and Wedding Coordinator

Reports to: General Manager

Position Overview: The Special Events and Wedding Coordinator will work with all “Front of House” aspects of the Farm kitchen and events. This position is responsible for ensuring exceptional experiences for Beach Plum Farm guests and takes an active role in coordination as a consistent presence during daily operations.

Duties & Responsibilities:

• Farm to Table Dinner and Event planning, design and production while managing all project delivery elements within time limits
• Liaise with clients to identify their needs and to ensure customer satisfaction • Gather information and negotiate contracts prior to closing any sales
• Propose ideas to improve provided services and event quality
• Organize facilities and manage all event’s details such as decor, food/ menu, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
• Creating and communicating a BEO to guest, as well as staff members
• Organize and lead BEO meetings
• Ensure compliance with insurance, legal, health and safety obligations
• Ordering, organizing, and taking inventory of all alcohol purchased for special affairs permitted events
• Applying, and updating ABC profile for Special Affairs Permits for special events or holidays
• Placing orders with local purveyors, and planning arrival times/dates to ensure order arrives in a timely fashion
• Trained in TIPS on how to properly manage/serve those purchasing alcoholic beverages
• Cooperate with marketing and PF to promote and publicize event
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day
• Conduct pre- and post- event evaluations and report on outcomes
• Handling initial response to event inquiries and reservations questions
• Work in tandem with the Cottage department daily to oversee the front desk and managing phones, providing concierge services to guests, etc.
• Collaborating, pricing, and designing adult-based programs with partnering companies
• Facilitates and promotes programs to publicize ongoing programs
• Selling, organizing, and facilitating all weddings, and special private events
• Planning, organizing, styling, and facilitating Cottage and corporate business events and retreats
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards, including staffing.
• Maintain positive guest relations at all times.
• Must possess professionalism at all times and uphold Cape Resorts’ standards.
• Other duties as assigned.

Event Types:

• Weddings, Bridal Shower, Baby Shower, Special Birthday Parties, Farm to Table Dinner buyouts, etc.
• Private Cottage gatherings, business retreats, corporate event
• Collaborating on projects/ programs for guests staying at Beach Plum Farm (i.e. Rooted, cocktail classes, and wreath making classes)

Minimum Qualifications:

• High school or equivalent education required. Bachelor’s degree preferred.
• One to two years of events planning/coordination. Prior hospitality experience preferred.
• All employees must maintain a neat, clean, and well-groomed appearance per Congress Hall standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Cape Resorts