Special Event Planner

Keeneland Association Inc•Lexington, KY

7d•$60,000 - $65,000•Onsite

About The Position

Keeneland’s founders intended our grounds to be a gathering place for the community. With this in mind, Keeneland Hospitality was formed in 2015 as the catering and event operation for Keeneland Association. Keeneland offers extraordinary experiences year-round focusing on refined cuisine, unique venues and exceptional service. This position oversees the planning, catering and execution for special events booked at Keeneland to deliver a world-class experience. Event details are planned with supporting departments at Keeneland to ensure the highest level of service. Serve as the Keeneland representative, attending events and meetings with nights and weekend work required.

Requirements

Serve as the Keeneland representative, attending events and meetings with nights and weekend work required.
Provide the highest level of customer service, including answering inquiries in a timely manner, providing patrons with the correct information, and collaborating with the proper departments to build a robust and efficient program.
Work with clients and internal departments to plan each event in detail, including service style, food and beverage menus, diagrams, timelines and print materials.
Communicate all event needs with the catering team and all other supporting departments at Keeneland to ensure the event’s success.
Serve as the Keeneland liaison for the execution of special events, with a strong emphasis on customer service.
Proactively identify and resolve on-site issues to ensure seamless operations.
Utilize event software to provide layouts and diagrams of facilities to clients and setup team.
Assist in coordination set-up and breakdown with the setup team.
Provide on-site supervision for meetings and events working alongside the Catering Manager and any necessary Keeneland staff.
Post event follow up with internal departments to create detailed post-event reports.
Coordinate ancillary services for contracted clients such as audio visual, floral, IT as well as requests for handicapping seminars, tours, etc.
Input event details into Keeneland’s calendar program and coordinate event responsibilities with Keeneland departments.
Perform administrative functions related to special event program.

Nice To Haves

Preferred 2-3 years of relevant planning experience.

Responsibilities

During race meet, focus on sales and planning of events in spaces assigned by Director of Events.
Serve as Keeneland representative for assigned spaces, managing catering orders each day. Act as the liaison between the client and the Keeneland Hospitality team.
Identify ways to educate guests on the sport of racing to help cultivate a new fan base.
Collaborate with other departments on ways to enhance the race day experience for the group; i.e. Keeneland Shop, Tours, BETologists.
Represent Keeneland Hospitality to assigned division of event inquiries. Provide the highest level of customer service, including answering inquiries in a timely manner, providing patrons with the correct information, and collaborating with the proper departments to build a robust and efficient program.
Once an event is booked, assist the client to plan the details of the event and coordinate with other Keeneland departments.
Work with clients and internal departments to plan each event in detail, including service style, food and beverage menus, diagrams, timelines and print materials.
Make recommendations to enhance the guest experience while maintaining the needs of the operation.
Communicate all event needs with the catering team and all other supporting departments at Keeneland to ensure the event’s success.
Collaborate with the catering team to align food and beverage presentation with the overall event experience.
Serve as the Keeneland liaison for the execution of special events, with a strong emphasis on customer service.
Proactively identify and resolve on-site issues to ensure seamless operations.
Utilize event software to provide layouts and diagrams of facilities to clients and setup team.
Assist in coordination set-up and breakdown with the setup team.
Provide on-site supervision for meetings and events working alongside the Catering Manager and any necessary Keeneland staff.
Post event follow up with internal departments to create detailed post-event reports.
Coordinate ancillary services for contracted clients such as audio visual, floral, IT as well as requests for handicapping seminars, tours, etc.
Input event details into Keeneland’s calendar program and coordinate event responsibilities with Keeneland departments.
Assist in the planning of internal events and meetings.
Assist in the up-keep of the event software.
Perform administrative functions related to special event program.