Wedding Event Coordinator

Chula Vista Resort•Wisconsin Dells, WI

8d•$55,000 - $80,000•Onsite

About The Position

The Wedding Event Coordinator is responsible for managing wedding inquiries from the initial point of contact through signed contract, planning, execution, and post-event follow-up. This role involves sales, detailed planning, coordination with internal departments and external vendors, financial management, and ensuring a seamless experience for wedding couples and their guests. The position requires a strong understanding of hospitality sales, event planning, and operational execution within a full-service resort environment.

Requirements

Two or more years of hospitality sales, wedding sales, catering sales, wedding planning, event management, or related experience preferred.
Experience within a full-service resort, hotel, convention property, destination venue, country club, or upscale event environment strongly preferred.
Demonstrated experience managing weddings or complex social events from initial inquiry through execution.
Proven ability to build relationships, present confidently, negotiate, and close business.
Working knowledge of wedding ceremonies, receptions, banquet service, food and beverage operations, guestroom blocks, event timelines, and vendor coordination.
Experience preparing Banquet Event Orders, floor plans, timelines, guarantees, and event documentation.
Strong understanding of the relationship between sales commitments and operational execution.
Regular evening and weekend availability is required, particularly during peak wedding season.
Holiday availability may also be required based on scheduled events.
Requires walking throughout the resort, conducting extended property tours, navigating indoor and outdoor venues, standing for extended periods during events, and remaining active during setup and execution.
May require moving or handling light event materials and responding quickly between multiple resort locations.

Nice To Haves

Experience within a full-service resort, hotel, convention property, destination venue, country club, or upscale event environment strongly preferred.

Responsibilities

Manage wedding inquiries from initial contact through signed contract, planning, execution, and post-event follow-up.
Respond to new wedding leads promptly and professionally, aiming for initial contact within one business hour.
Conduct discovery conversations to understand couple's vision, priorities, budget, and needs.
Qualify opportunities and recommend suitable resort venues, packages, and services.
Create customized proposals detailing pricing, inclusions, and offerings.
Maintain consistent and personalized follow-up with clients.
Manage wedding supplier websites with up-to-date information.
Address objections, negotiate within guidelines, and close business.
Meet or exceed established wedding revenue, conversion, activity, and booking goals.
Reengage past inquiries and pursue opportunities for need dates and short-term business.
Serve as the primary resort contact for couples throughout the planning process.
Establish and maintain comprehensive planning timelines for each wedding.
Conduct formal planning meetings at appropriate intervals.
Guide couples through decisions on ceremony arrangements, reception flow, menus, room setup, timelines, décor, entertainment, and logistics.
Provide clear planning deadlines and ensure timely receipt of selections, documents, and deposits.
Assist clients in developing detailed wedding-day timelines.
Prepare complete, accurate, and operationally clear Banquet Event Orders (BEOs) for all wedding-related functions.
Conduct or lead internal BEO meetings, pre-convention meetings, and wedding detail reviews.
Present wedding details clearly to Banquets, Culinary, Audio-Visual, Housekeeping, Engineering, Reservations, Front Desk, Security, Transportation, and other departments.
Highlight unusual requests, operational risks, VIP considerations, and other critical details.
Serve as the primary resort contact for approved wedding vendors regarding logistics.
Maintain accurate vendor contact information and arrival schedules.
Communicate resort policies to vendors.
Coordinate and lead wedding rehearsals.
Serve as the primary resort contact for the couple on the wedding day.
Maintain accurate estimates of wedding revenue.
Track deposits, payment schedules, minimums, guarantees, upgrades, and added services.
Confirm final attendance guarantees and communicate them to appropriate departments.