Director of Event Planning

Hyatt Hotels Corp.•Houston, TX

43d

About The Position

At Thompson Houston we believe our guests select the Thompson brand because of our caring and attentive associates who are focused on providing authentic hospitality and meaningful experiences to each and every guest. Thompson Houston is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. Discover your place to shine in our warm, respectful, and inclusive culture. The Director of Event Planning is responsible for leading the Event Planning Department to ensure the successful planning, coordination, and execution of all group events, meetings, weddings, and social functions. This leader is responsibility for planning and executing all aspects of group and local events post contract through the onsite event, and post-event finalization and follow-up by driving operational excellence, profitability, and service consistency while supporting a high-performing team and fostering strong collaboration across departments. This role plays a vital role in aligning the event planning function with strategic sales goals and service excellence. This position is ideal for a results-driven, collaborative hospitality leader with a proven track record in event operations, client service, and revenue maximization.

Requirements

Previous experience in a similar role within a lifestyle or luxury hotel
Minimum of five years of hotel event planning experience
A true desire and passion for delivering exceptional service in a fast-paced environment
Refined and professional verbal and written communication skills
Must be proficient in general computer applications
Highly detailed-orientated and organized
Strong problem solving, reasoning, organizational, and training skills
Requires full flexibility, including the ability to work weekends, nights, and/or holidays
Thorough knowledge and understanding of best practices and procedures regarding event logistics, catering operations, food and beverage service, menu development and pricing
Strong analytical skills with the ability to interpret data, assess situations, draw logical conclusions, and make sound recommendations
Excellent negotiation, sales, and relationship-building skills with clients, event planners, and internal departments

Nice To Haves

Knowledge of Envision Sales and Social Tables preferred
Bachelor's degree in hospitality management, business, or related field preferred.

Responsibilities

To ensure the profitability and efficient running of the Event Planning Department to meet all departmental objectives.
Support a high-performing team, ensuring consistency in group and event execution, communication, and service delivery.
Provide ongoing training, coaching, performance feedback and conduct regular one-on-ones with the Event Planning Manager and Sales & Events Coordinator.
Manage and oversee daily workflow and cross-department communication to align on event execution priorities and business demands.
Service and oversee the planning of all group events, including meetings, weddings, galas, social functions, and other programs, including room blocks.
Lead weekly group review meetings, resume meetings, EO meetings, pre-convention meetings, and post-event evaluations and actively participate in daily standup meetings.
Ensure all planning and logistical details are flawlessly executed, with a focus on proactive communication and operational readiness.
Represent the Event Planning team in leadership meetings, sales strategy sessions, and business reviews.
Continuously assess and improve event processes, standards, and tools to enhance efficiency and consistency.
Assist with annual budgeting and forecasting for the Events department.
Support service excellence and brand alignment initiatives in all planning and execution practices.
Maintain visibility, professionalism, and integrity of the Sales, Marketing, and Events Department.
Conduct in-person and virtual site inspections for existing and prospective clients.
Clearly communicate hotel policies, procedures and services offered by the hotel to clients and planners.
Manage work schedule strategically to be on-site during event times, site tours, menu tastings, and other meetings.
Adhere to event contract terms, including key due dates and contracted minimums.
Confirm all client requirements through the Catering Agreement, Sales Agreement, and Banquet Event Orders in writing to the client and all affected departments.
Detail and review Event Orders (EOs) with clients and internal hotel departments.
Manage and track room blocks, including rooming lists, pick-up reports, individual call-in, and online bookings in collaboration with the Reservations team.
Monitor cut-off dates to ensure maximum room revenues have been achieved.
Coordinate and communicate event logistics and timelines with all departments and incoming vendors to ensure a seamless client experience.
Maintain effective, consistent, and professional communication with clients and internal departments.
Monitor event activities to ensure compliance with applicable Standard Operating Procedures, satisfaction of participants, and resolution of customer service issues or concerns.
Manage revenue tracking, lead logs, commission and rebate payments, attrition calculations, and forecast data for weekly and month-end reporting.
Maintain and track accurate records and detailed communications in Envision.
Ensure thorough organization and documentation in Hyatt Systems.
Meet or exceed annual performance goals.
Negotiate room blocks, room rates, function space, food and beverage prices, and services within approved booking guidelines.
Responsible for all deposit and final payment confirmations, reconcile final group and event invoices and bills with Finance/Shared Services Billing teams and clients, including World of Hyatt Points and Commissions.
Responsible for strategically improving guest survey scores.
Demonstrates a positive attitude and acknowledges guests in a welcoming and friendly manner.
Responds effectively to all complaints and problems in a positive and timely manner.
Perform additional duties as assigned by the Director of Sales, Marketing, and Events.