Wedding Event Coordinator

This role coordinates and sells weddings at a full-service destination resort, managing the entire process from initial inquiry through planning, execution, and post-event follow-up. The coordinator serves as the primary contact for couples, vendors, and internal departments, ensuring seamless communication and operational success. Responsibilities include lead conversion, detailed planning, Banquet Event Order preparation, and on-site coordination during rehearsals and wedding days.

Responsibilities

• 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.
• 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.
• 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
• 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.
• 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.
• 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.
• 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.

Requirements

• Two or more years of hospitality sales, wedding sales, catering sales, wedding planning, event management, or related experience preferred.
• Experience within a full-service resort, hotel, convention property, destination venue, country club, or upscale event environment strongly preferred.
• Demonstrated experience managing weddings or complex social events from initial inquiry through execution.
• Proven ability to build relationships, present confidently, negotiate, and close business.
• Working knowledge of wedding ceremonies, receptions, banquet service, food and beverage operations, guestroom blocks, event timelines, and vendor coordination.
• Experience preparing Banquet Event Orders, floor plans, timelines, guarantees, and event documentation.
• Strong understanding of the relationship between sales commitments and operational execution.