Banquet Captain

Grand Lake Lodge

The role of the Banquet Captain is to aid the Sales & Events Team by the onsite supervision and execution of events.

The Banquet Captain role serves as the event planner and event lead in onsite event execution. Under the supervision of the Sales & Events Manager (Department Manager), contracts are to be passed to the coordinator in efforts to facilitate dialog between Brides and Group Leaders in planning a successful event. The coordinator will be responsible for all admin related communications, documentation, reporting, and meeting facilitation involved in the event planning process. The coordinator will be the onsite services on event day, as well as assist in the functionality of the Banquets Department as a whole. The position will be responsible for all service-related operations in event execution as well as event team oversight. The position includes (but not limited to) product receiving, product storage organization, inventory collection, event staff oversight, and event day services including setup and breakdown and post event recap collection.

The Banquet Captain will work directly with the Sales Team, ensuring every event detail is reviewed and prepared for. Post Event Recaps meetings will be conducted with Event Services Coordinator and Leadership Management to ensure learning opportunities and areas for improvement are actively addressed.

The duties associated with this role will include (but are not limited to) the following:

• Banquet Event Orders –

o Responsible for collecting all necessary information to build out, communicate, and execute a successful event. This will include Vendors, Layouts, F&B, and any other applicable event details such as parking and transportation, etc.

•  Initial communication starting at 60-45 days prior to the Event Date
•  Attending Walkthroughs with the clients and their planners.
•  Tentative BEO to be completed and posted and communicated to departments by 30-days prior to an event
•  Final BEO to be completed and posted and communicated to departments by 14-days prior to an event

o Responsible for ensuring the execution of all event details communicated on BEO’s. This will include Vendor arrivals, Layouts, F&B services, and any other applicable event details such as parking and transportation, etc.

•  Working with the Sales manager to ensure that events team is scheduled to assist with the set up, day of execution and breakdown of event.

• BEO Meetings – Responsible for facilitating (Under the Direction of the Department Manager) all applicable planning and BEO meetings to the property departments. This will include a full review of the BEO, and ensuring clean communication between the General Manager, Facilities, Housekeeping, Front Desk, and any other applicable teams to ensure event success.

• Vendor Relationships – Responsible for ensuring all Vendor related details are covered. These will include:

o Vendor Lists are collected from client, completed, and on file

o Vendor Guideline Forms are completed by each vendor and held on file

o All event plans are communicated and documented on applicable platforms: BEO’s, Tripleseat (or applicable programs), etc.

• Product Receiving – In collaboration with the Executive Chef, ensuring that all product has been ordered and will be gathered and set up by the coordinator and event staff. Duties include:

o Organization of product and banquet equipment in applicable venue areas such as:

• Nuptial Knoll Ceremony site
• Pavilion prep, bar and main event areas

• Event Staffing – In collaboration with Event Services Coordinator and Department Manager, ensuring all events are staffed appropriately and communicated on BEO’s and to the teams.

o Ensuring event team is staffed and arrives on time and is dressed appropriately in Banquet Attire

o Ensuring event staff breaks and follows company’s labor protocol

• Event Services Execution– Responsible for all event detail services executed:

o Event Setup and services including tables, chairs, dinnerware rentals, AV needs, etc.

o Banquets setup, breakdown, and post event cleanup

o Event wrap-up including cashdrawers for bar services, receipt processing, and tip disbursement

o Large event services such as post-ceremony transitions, cocktail hour services

• Post-Event Recaps – In collaboration with Department Manager, post event recaps will be performed

o Post-Event Recap notes kept and communicated to Event Services Coordinator and Department Manager

o Meeting to review post-event with applicable teams

Requirements

Required Qualifications:

• Dependable, punctual, impeccable attendance record

• Accurate, attention to detail, service oriented

• Strong organizational skills

• Positive attitude, strong interpersonal and diplomatic skills

• Excellent math aptitude and cash handling ability

• Excellent communication and organizational skills.

• Professional demeanor

• Proficient computer skills, including: Word, Excel and PowerPoint.

• Must be able to work on feet for extended periods

• Must be able to work a flexible work schedule including evenings, weekends and holidays.

• Proof of eligibility to work in the United States