Events Manager

THE WILLIAMSBURG WINERY, LTD.•Williamsburg, VA

27d•$45,000 - $55,000•Onsite

About The Position

The Williamsburg Winery is seeking a professional, organized, and detail-oriented Events Manager to join its hospitality team. The ideal candidate will have experience in event sales, planning, and execution, with a passion for creating exceptional guest experiences. The Events Manager will manage events across the entire Williamsburg Winery property, from initial inquiry and booking through planning and on-site execution. This includes events hosted in various spaces such as the restaurant, Pavilion, Wessex Hall, Westbury Hall, wine cellar, Wedmore Place hotel, and other indoor and outdoor spaces. The role involves close collaboration with clients, vendors, and internal teams to ensure seamless coordination and uphold high standards of service. Working under Events leadership, the Events Manager will coordinate with culinary, hospitality, and operations teams to manage event details, oversee staff, and ensure smooth event execution.

Requirements

Minimum of two years of experience in event management, preferably within a venue or hospitality setting.
Event sales and contract experience required.
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple events and deadlines with professionalism and composure.
Experience coordinating vendors and supervising event staff.
Must be available to work a schedule that regularly includes weekends and evenings, with holiday availability required based on event needs.
Ability to stand and walk for extended periods and lift up to 40 pounds, with or without reasonable accommodation.
Positive attitude, adaptability, and commitment to exceptional service.

Nice To Haves

Bachelor’s degree in Hospitality, Event Management, or a related field preferred.

Responsibilities

Coordinate private events, corporate gatherings, celebrations, and other assigned events across all indoor and outdoor spaces throughout the property, from inquiry through execution.
Maintain complete and accurate event documentation, including contracts, room block agreements, and banquet event orders (BEOs).
Distribute BEOs at least three weeks before each event and communicate updates or revisions to all relevant departments.
Work closely with Events leadership, the Banquet Chef, and other departments to communicate event details and requirements.
Coordinate staffing, setup, breakdown, equipment, and event logistics.
Create and manage event timelines and floor plans.
Maintain the company event calendar with key dates, holds, and updates.
Conduct site tours, planning meetings, and consultations with clients and vendors.
Manage assigned events on-site, including evenings, weekends, and holidays.
Supervise front-of-house event staff and ensure consistent, attentive guest service.
Respond to client calls and emails within 24 hours.
Manage invoices, deposits, and final payments according to company policies and timelines.
Maintain event projection spreadsheets and other requested reports.
Assist with annual department budgets and equipment needs.
Build and maintain strong relationships with vendors and partners.
Attend regular meetings with Events leadership and other departments to review upcoming events and operational needs.
Help develop and refine procedures to improve efficiency within the Events department.
Represent The Williamsburg Winery with professionalism, warmth, and enthusiasm.
Manage event inquiries and guide prospective clients from initial contact through booking.
Respond promptly to leads received through phone, email, and referrals.
Conduct tours and prepare proposals and contracts for review and approval.
Identify and pursue new business opportunities through networking, community connections, and industry events.
Follow up with prospective clients and maintain relationships that encourage repeat business and referrals.
Coordinate with Marketing to keep event listings, promotional materials, and relevant online profiles current.