Wedding Event Coordinator

Duties may include but are not limited to the following:

Wedding Sales and Lead Conversion

• Manage wedding inquiries from the initial point of contact through signed contract, planning, execution, and post-event follow-up.
• Respond to new wedding leads promptly and professionally, with a goal of making initial contact within one business hour during normal business hours.
• Conduct discovery conversations to understand each couple’s vision, priorities, guest count, budget, preferred dates, style, and decision-making process.
• Qualify opportunities and recommend the resort venues, packages, accommodations, menus, and experiences that best fit each couple.
• Create customized proposals that clearly communicate pricing, inclusions, venue options, food and beverage offerings, lodging opportunities, and resort amenities.
• Maintain consistent and personalized follow-up through phone calls, emails, virtual meetings, tours, and planning appointments.
• Manage Wedding Supplier Websites with up-to-date photos, videos, promotions, venue information, pricing and exciting updates for sites like WeddingWire.com, TheKnot.com, and local publications promoting venues such as ours.
• Address objections, negotiate within approved guidelines, and confidently ask for the business.
• Meet or exceed established wedding revenue, conversion, activity, and booking goals.
• Reengage past inquiries and pursue opportunities for need dates, seasonal periods, and short-term wedding business.

Detailed Wedding Planning

• Serve as the couple’s primary resort contact throughout the complete planning process.
• Establish and maintain a comprehensive planning timeline for each wedding.
• Conduct formal planning meetings at appropriate intervals based on the event date and complexity.
• Guide couples through decisions related to ceremony arrangements, reception flow, menus, beverage service, room setup, timelines, décor, entertainment, guest accommodations, and resort logistics.
• Provide clear planning deadlines and ensure required selections, documents, deposits, and final details are received on time.
• Assist clients in developing a realistic and detailed wedding-day timeline.

Banquet Event Order Preparation

• Prepare complete, accurate, and operationally clear Banquet Event Orders for all wedding-related functions.
• Create BEOs for ceremonies, receptions, rehearsals, rehearsal dinners, welcome events, brunches, gift openings, and other contracted activities.
• Document all relevant details

Internal Event Communication

• Conduct or lead internal BEO meetings, pre-convention meetings, and wedding detail reviews.
• Present wedding details clearly to Banquets, Culinary, Audio-Visual, Housekeeping, Engineering, Reservations, Front Desk, Security, Transportation, and other participating departments.
• Highlight unusual requests, operational risks, VIP considerations, weather concerns, timing challenges, and client sensitivities.

Vendor Coordination

• Serve as the resort’s primary contact for approved wedding vendors regarding arrival, setup, access, operational requirements, and event timing.
• Maintain accurate vendor contact information and arrival schedules.
• Communicate resort policies regarding deliveries, loading areas, setup windows, décor restrictions, candles, electrical use, insurance, security, and cleanup.

Ceremony Rehearsal and Wedding-Day Execution

• Coordinate and lead wedding rehearsals when included in the resort’s services.
• Serve as the primary resort contact for the couple on the wedding day.

Financial Management and Billing

• Maintain accurate estimates of wedding revenue throughout the sales and planning process.
• Track deposits, payment schedules, minimums, guarantees, upgrades, and added services.
• Confirm final attendance guarantees and communicate them to the appropriate departments by established deadlines.

​​​​​​​​​​​​​​