Special Events Designer

The Boca Raton•Boca Raton, FL

13d

About The Position

The Special Events Designer provides, designs, and services décor products for the resort and off-site locations, including décor arrangements, linens, music, landscaping rentals, entertainment, and themed event elements. The role promotes décor sales—primarily for group business—develops proposals, builds relationships with planners and off-property locations, and coordinates activities, tours, and on-property offerings for clients. The position also supports business development and promotes Boca By Design and the hotel to prospective clients. The designer works with clients, vendors, production and floral teams, installation crews, and hotel departments to develop proposals and execute events. This includes coordinating and overseeing décor and entertainment installations and removals, ensuring that proposed items are available and ready, leading installations to deliver the client’s vision, and following up with clients after events. The role also oversees the day-to-day duties of the social assistant and may assist other sales managers and production departments as needed. The position reports to the Director of Sales/Operations for Boca By Design. Regular contact includes clients on and off property, vendors, members, and guests. The role requires regular attendance and may involve sitting, standing, stooping, or bending for at least eight hours during a shift. Personal protective equipment may be required for certain duties. Employees must maintain a neat, clean, and well-groomed appearance. The employer is an EEO/AA employer, maintains a drug-free workplace, and conducts pre-employment substance abuse testing.

Requirements

College degree required.
At least three years of working knowledge of décor design business operations and flowers.
Two years of sales experience for special events.
Knowledge of DMC, event management, or hotel service business; décor sales; proposal writing; and services.
Excellent communication and guest-relations skills.
Knowledge of program design and development from inception through contract.
Knowledge of client development, including new business development, lead follow-up, client qualification, proposal presentation, and closing business.
Ability to present information effectively and respond to questions from clients, supplier partners, and hoteliers.
Ability to calculate program costs, percentages, and profit margins and perform other mathematical work involved in proposal development and contract negotiation.
Self-motivation, strong work ethic, and ambition.
Strong organizational and time-management abilities.
Computer literacy.
Ability to perform essential job functions with or without reasonable accommodation.
Ability to sit, stand, stoop, or bend for at least eight hours during a shift.
Ability to use required personal protective equipment when applicable and follow safe work practices.
Ability to maintain a neat, clean, and well-groomed appearance.

Responsibilities

Meet with clients in-house and off-site, develop event concepts, and write, cost, and price themed-event proposals.
Promote décor sales and Boca By Design services, including upselling and marketing designed events.
Ensure proposals meet recommended profit margins and are sent, received, and followed up on in a timely manner.
Follow up with clients and vendors to ensure proposed items and event details are clearly understood and confirmed.
Coordinate with production, floral, installation crews, purchasing, vendors, and internal hotel departments on proposed items, schedules, and event requirements.
Ensure proposed products and specialty items—including custom artwork, linens, chairs, scenery, and props—are available and ready for installation.
Lead event installations and oversee installation and removal of décor and entertainment provided by subcontracted vendors.
Ensure hired décor and talent are on site and ready by the event start time.
Coordinate activities, tours, and on-property offerings for clients; book entertainment and participate in site visits.
Follow up with clients within 24 business hours after an event to confirm satisfaction and success.
Assist production departments in preparing proposed items and assist other sales managers with events when they are over scheduled.
Forecast and secure future business, develop leads, and conduct outreach through mailings, marketing materials, outside solicitation, and phone sales.
Assist Catering, Convention, and Hotel Sales Department Managers in promoting Boca By Design and the hotel to prospective clients.
Follow up promptly and professionally on billing inquiries with clients and the business manager.
Promote creativity and safe, appropriate work standards among production and sales staff.
Oversee the day-to-day duties of the social assistant.
Respond to RFPs in a timely manner.
Perform other related duties as assigned or requested by supervisors or managers.