Private Dining & Events Services Manager

HRI Hospitality•Indianapolis, IN

2d•Onsite

About The Position

The Private Dining & Catering Services Manager is responsible for the planning, sales, coordination, and flawless execution of all private dining experiences and catered events hosted by the hotel, including weddings, corporate meetings, banquets, social gatherings, and bespoke in-room or restaurant buyouts. This role serves as the primary point of contact for clients from initial inquiry through final billing, ensuring every event reflects the hotel's brand standards for service, culinary excellence, and guest satisfaction while meeting revenue and profitability targets.

Requirements

2-3+ years of experience in catering, banquet, or private dining management, preferably within a hotel, resort, or luxury hospitality setting
Proven track record in event sales and achieving revenue targets
Strong knowledge of food and beverage service standards, menu planning, and event logistics
Excellent organizational skills with the ability to manage multiple events simultaneously
Strong written and verbal communication skills; confident presenting to clients
Proficiency with catering/event management software (e.g., Delphi, Tripleseat, Caterease) and Microsoft Office/Google Workspace
Flexibility to work evenings, weekends, and holidays based on event schedules
Ability to stand/walk for extended periods during events
Ability to lift up to 25 lbs (event materials, décor, equipment)
Ability to work in a fast-paced environment with varying schedules

Nice To Haves

Bachelor's degree in Hospitality Management, Business, or related field
ServSafe or equivalent food safety certification
Wine/beverage service certification (e.g., sommelier training)
Experience with luxury weddings, corporate retreats, or high-profile social events
Multilingual abilities a plus

Responsibilities

Respond promptly to inbound private dining inquiries; conduct site visits, tastings, and consultations to convert leads into confirmed bookings
Develop and present customized event proposals, menus, and pricing packages based on client needs, budget, and occasion
Negotiate contracts, deposits, and payment terms in line with hotel policy
Build and maintain relationships with repeat clients, corporate accounts, wedding planners, and local businesses to drive referral and repeat business
Detail and execute catering events sold by the Sales Manager, ensuring seamless coordination from contract turnover through event completion.
Serve as the primary liaison between clients and internal departments (culinary, banquets, AV/technical, housekeeping, front office, security)
Create detailed Banquet Event Orders (BEOs) and function sheets, ensuring accuracy and timely distribution to all relevant teams
Coordinate menu planning with the Executive Chef, including special dietary accommodation and seasonal offerings
Plan floor layouts, table settings, décor, and audiovisual requirements for each event
Conduct pre-event walkthroughs and final detail confirmations with clients
Oversee event setup, service flow, and breakdown to ensure execution matches the agreed-upon specifications
Be present for key events to manage real-time issues, troubleshoot service gaps, and ensure guest satisfaction
Supervise and coordinate private dining and catering staff, including scheduling and briefing teams before each function
Ensure compliance with health, safety, and food handling regulations throughout all events
Develop accurate event cost estimates, invoices, and final billing in coordination with the finance department
Monitor departmental budgets, labor costs, and food/beverage costs to meet profitability goals
Track and report on sales performance, booking pace, and revenue against forecasts and targets
Manage vendor relationships (florists, rental companies, entertainment, AV providers) including contracts and payments
Hire, train, schedule, and supervise private dining and catering staff
Foster a guest-first culture and ensure consistent, polished service delivery across all events
Lead pre-shift briefings and post-event debriefs to capture feedback and drive continuous improvement