Event Planner

Bacardi • Louisville, KY

16h

About The Position

The Event Planner manages client events from initial inquiry through planning, onsite execution and post-event follow-up. The role serves as the primary client contact, develops customized event experiences, prepares proposals and contracts, and supports event revenue through lead conversion, additional offerings, repeat business and referrals. It also builds relationships across Louisville’s hospitality, tourism, corporate and event communities.

The position owns event logistics and execution, coordinating venue setup, distillery experiences, beverage service, staffing and vendors. It develops event plans, communicates requirements across teams, leads onsite operations and serves as the primary onsite decision-maker for assigned events, including those outside normal operating hours. The planner works with Operations and other teams to meet operational, safety, legal, insurance and service requirements.

The role supports public-facing Brand Home events and collaborates with Brand, Advocacy, Commercial and other Bacardi teams. It maintains accurate event records in TripleSeat and other systems, handles event financial reporting and reconciliation, follows up with clients, and improves event procedures and planning tools. Success includes strong guest satisfaction, organized execution, revenue goal achievement, repeat business, collaboration, and accurate documentation and reporting.

Requirements

• At least 3 years of experience in event planning, hospitality, venue management, event sales or a related client-facing role is preferred.
• Demonstrated experience managing events from initial inquiry and planning through onsite execution and post-event follow-up.
• Strong hospitality and customer-service mindset, with the ability to build client relationships and guide clients through planning.
• Experience preparing proposals, negotiating event details and pricing, and identifying opportunities to grow event revenue.
• Strong organization and attention to detail, with the ability to manage multiple events, clients, timelines and priorities simultaneously.
• Strong written and verbal communication skills for working with clients, vendors, internal teams and senior stakeholders.
• Ability to lead cross-functional event teams, vendors and partners onsite while remaining calm and professional in a fast-paced environment.
• Strong problem-solving and decision-making skills, including anticipating needs, adapting to changing circumstances and resolving issues while protecting the guest experience.
• Proficiency with Microsoft Outlook, Excel and PowerPoint.
• Ability to work a flexible schedule based on event needs, including evenings, weekends and occasional holidays.
• Ability to remain onsite for extended periods, move throughout the venue and assist with event setup as needed.

Nice To Haves

• Experience with event-management, CRM, reservation or hospitality systems; TripleSeat or similar platforms are a plus.
• Experience with POS and booking systems.
• Knowledge of or experience in the Louisville hospitality, tourism, wedding, corporate events or vendor community.
• Interest in bourbon, spirits, hospitality and creating premium guest experiences.

Responsibilities

• Serve as the primary point of contact for event clients from initial inquiry through event completion.
• Consult with clients and develop customized event experiences for corporate, social, wedding-related, partner, internal and virtual events, as well as meetings, dinners and venue buyouts.
• Prepare proposals, negotiate pricing and event details, and finalize contracts in accordance with business and brand guidelines.
• Recommend food and beverage, distillery experiences, retail and other enhancements to increase event revenue and guest value.
• Convert inbound leads, maximize event opportunities, and develop repeat and referral business in support of annual revenue goals.
• Maintain client relationships before, during and after events, focusing on satisfaction and long-term business.
• Participate in local networking and build relationships in Louisville’s hospitality, tourism, corporate and event communities.
• Plan and execute events from concept through completion, ensuring details are organized, communicated and delivered to a high standard.
• Coordinate venue setup, distillery experiences, beverage service, staffing and vendors, including catering, AV, entertainment, transportation, rentals and equipment.
• Develop detailed event plans and communicate requirements across internal teams.
• Lead onsite event execution, including setup, vendor arrivals, staffing, guest arrival, event flow, issue resolution and breakdown.
• Serve as the primary onsite decision-maker for assigned events, particularly those outside normal operating hours.
• Direct onsite teams, including bartenders, tour experience team members, security, catering teams, vendors and event partners.
• Anticipate challenges and resolve client or guest concerns professionally and in accordance with company policies and service standards.
• Coordinate with Operations and internal teams on room setup and breakdown, cleaning schedules, vendor access, deliveries, security and other operating needs.
• Ensure events meet applicable safety, responsibility, legal, insurance and operating requirements, escalating issues when needed.
• Support the development and execution of annual public-facing brand events and collaborate on internal events, partner activations and special programming.
• Bring forward event concepts, enhancements and opportunities to strengthen the Brand Home experience and generate revenue.
• Maintain complete and accurate event information in TripleSeat, including communications, contracts, event details, payments and documentation.
• Use TripleSeat, Anchor, Outlook, Microsoft Excel, PowerPoint, POS platforms and other required tools to manage events and client communication.
• Complete event financial reporting and reconciliation and support the Sr. Manager with monthly reporting, revenue questions and analysis.
• Conduct post-event follow-up and evaluations to gather feedback, identify operational learnings and support continuous improvement.
• Maintain and improve event procedures, checklists, templates and planning tools.
• Maintain current knowledge of products, experiences, event offerings, brand standards and relevant local vendors, attractions and hospitality partners.
• Perform additional duties as assigned to support team and business needs.

Benefits

• Competitive pay package.
• Competitive holiday and paid time off, plus additional days such as a volunteer day.
• Retirement/pension plan.
• Medical, critical illness and life insurance.
• Employee Assistance Programs.
• Family-friendly and inclusive leave policies.
• Incentive programs linked to company and individual performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed