Job Description

The Wedding and Events Manager will be responsible for overseeing and executing a variety of events hosted at Warley Park with a particular focus on weddings, corporate events, and other private functions. The ideal candidate will have a passion for event planning, a keen eye for detail, and exceptional organisational skills. This role will involve close interaction with clients, vendors, and internal departments to ensure smooth, memorable events that meet the needs and expectations of all stakeholders.

Key Responsibilities:

Event Planning & Coordination:

• Work closely with clients to understand their vision, goals, and specific event requirements for weddings, corporate events, and other gatherings.
• Develop event timelines, floor plans, and schedules to ensure all logistics are in place.
• Coordinate with internal departments (kitchen, clubhouse, golf operations etc.) and external vendors (florists, photographers, AV technicians) to ensure seamless execution.
• Provide venue tours to prospective clients and advise on event layouts, catering options, and additional services.

Client Relations & Communication:

• Serve as the primary point of contact for clients leading up to and on the day of their event.
• Respond to client inquiries, concerns, and changes in a timely and professional manner.
• Assist in contract negotiations, ensuring all details are captured in contracts and agreements.

Event Execution:

• Oversee event setup, including décor, audio-visual equipment, seating arrangements, and catering setups.
• Supervise the event during its progression, ensuring that all components of the event run smoothly and according to plan.
• Manage the event timeline, ensuring that all activities occur on schedule, from ceremony start times to dinner service and entertainment.
• Address any last-minute challenges or adjustments with professionalism and problem-solving ability.

Vendor Management:

• Build and maintain relationships with preferred vendors, ensuring quality service and competitive pricing.
• Negotiate vendor contracts and manage payments and invoices.
• Coordinate all vendor arrivals, setup, and breakdowns to ensure minimal disruption to the event.

Administrative Duties:

• Maintain accurate records of event bookings, client communications, and event details.
• Prepare and send contracts, invoices, and payments as necessary.
• Assist with marketing efforts by promoting the venue for weddings and corporate events through various channels (website, social media, brochures).

Post-Event Follow-Up:

• Ensure that clients are satisfied with their event experience and address any post-event feedback.
• Oversee the breakdown and clean-up process following each event.
• Generate post-event reports and evaluate event success with team members to improve future operations.

Requirements

Essential

• Proven experience in event planning, preferably in a hospitality or venue-based setting, with an emphasis on weddings and corporate events.
• Flexibility to work evenings, weekends, and holidays, as events often occur outside of regular business hours.
• Strong communication and interpersonal skills.
• Exceptional organizational and time management abilities.
• Ability to manage multiple projects simultaneously and work under pressure.
• Experience with event management software and tools (e.g., Eventbrite, Social Tables, or similar).

Desirable

• Knowledge of event coordination in the context of a golf club or private venue is preferred.
• A degree in Event Management, Hospitality, or a related field is a plus but not required.

Personal Attributes:

• Detail-oriented with a strong sense of creativity.
• Professional demeanour with a customer-first attitude.
• Strong problem-solving skills and ability to think on your feet.
• Collaborative team player who works well under pressure.

Benefits

• Pension Plans
• Training & Development
• Free Golf
• 50% discount on food and beverage
• Staff referral programme