Banquet & Catering Sales Manager

Horseshoe Bay Resort•San Francisco, CA

12h

About The Position

This role is responsible for proactively prospecting, soliciting, qualifying, negotiating, and booking various types of events and catering business, including corporate meetings, receptions, private events, and social functions. The position aims to achieve assigned revenue and conversion goals by developing relationships with local corporate clients, planners, associations, and community referrals. Key responsibilities include managing inquiries, conducting site tours, preparing proposals and contracts, and ensuring a seamless event planning experience from initial contact through formal turnover to the event services team. The manager will lead comprehensive client planning, create and maintain event documentation (BEOs, diagrams), coordinate with vendors, and identify upselling opportunities. Collaboration with internal departments such as Sales, Culinary, Banquet Operations, Engineering, and Finance is crucial for resolving planning issues and ensuring client satisfaction. A critical aspect of the role is the timely and accurate turnover of event details to the Customer Service Manager (CSM) at least seven days prior to the event, followed by final reconciliation of banquet checks post-event.

Requirements

Three to five years of hotel catering sales, event services or conference services experience preferred, ideally within independent, boutique or luxury lifestyle hospitality.
Demonstrated success in proactive sales and comprehensive event detailing.
Strong knowledge of BEOs, floor plans, food and beverage, AV, rentals, vendor coordination and event financial controls.
Experience with Delphi or similar systems preferred.
Exceptional written and verbal communication, organization, judgment, attention to detail and ability to collaborate across separately managed operating companies.
Flexibility for client meetings or turnovers.

Nice To Haves

Ideally within independent, boutique or luxury lifestyle hospitality.

Responsibilities

Proactively prospect, solicit, qualify, negotiate, and book standalone corporate meetings, receptions, private events, social functions and catering business to achieve assigned revenue and conversion goals.
Develop local corporate, planner, association, community and referral relationships; manage inquiries, site tours, proposals, contract follow-up and repeat business opportunities.
Prepare standalone event contracts through the hotel management company’s authorized process, including approved pricing, rental, minimums, deposits, concessions and applicable terms.
Receive contracted group banquet programs from the hotel Sales team; verify dates, spaces, attendance, food and beverage minimums, rental, concessions, billing, deposits and client expectations.
Contact clients within one business day of a complete Sales turnover, establish planning milestones and serve as the primary event-planning contact through formal CSM turnover.
Lead comprehensive client planning for schedules, menus, buffets, breaks, beverages, dietary needs, guarantees, seating, room layouts, signage, setup/breakdown, accessibility and special requests.
Create, review and maintain accurate BEOs, room diagrams, event schedules and supporting documentation; clearly specify quantities, timing, service instructions and financial commitments.
Coordinate all property-arranged audiovisual, rental, production, décor and other third-party vendors directly on behalf of the client, including quotations, scope, written approvals, scheduling and delivery details.
Ensure seamless full-service experience for clients. Route vendor agreements to the authorized hotel or restaurant entity according to the specific vendor and agreement; coordinate approved charges through designated master-account or consolidated billing processes.
Maintain complete and current Delphi records, contracts, BEOs, diagrams, vendor agreements, client approvals, financial notes and correspondence as the shared source of event information.
Identify upselling opportunities for menus, beverage packages, event space, AV and rentals; track contracted minimums, forecast revenue, approved additions and other applicable charges.
Coordinate with Hotel Sales, culinary, banquet operations, Engineering, Finance and vendors to resolve planning questions and protect the client experience.
Complete all event planning and conduct a documented turnover to the restaurant operator’s CSM no later than seven (7) calendar days before the event, providing finalized BEOs, diagrams, vendor specifications, financial details, approvals and any documented pending guarantee deadlines.
Obtain CSM acknowledgment of the complete turnover and introduce the CSM to the client. After acceptance, the CSM owns all subsequent client changes, BEO revisions, vendor coordination, on-site operations and event execution.
Refer post-turnover changes requiring new hotel contractual authorization to the appropriate authorized hotel representative without reassuming operational ownership from the CSM.
Obtain final reconciled banquet checks from the CSM, review charges against approved documentation, assist with discrepancies and update production and future business records.
Maintain timely, polished client communication, generally responding within two to three business hours, and provide reliable coverage arrangements during absences.
Perform other reasonable duties consistent with the role and assigned by the Director of Sales & Marketing.