The Event Coordinator is the central point of contact for planning and delivering catered functions, banquets, and special events. This role turns guest requirements into well-organised, profitable, and memorable experiences, ensuring every detail is handled smoothly from initial enquiry through to final billing and follow-up. In a restaurant, club, or lounge environment, the Event Coordinator bridges sales, operations, culinary, service, and sometimes external vendors to make sure each event reflects the venue’s standards and brand.
Position in the Organisation
- Typically sits within the Catering, Banquets & Events team as an operational and administrative lead.
- Works closely with the Sales Manager, Banquet Manager, Operations Manager, Executive Chef, and Front of House leadership.
- Usually reports to the Banquets & Events Manager, Catering Manager, or General Manager, depending on the venue structure.
- Acts as the main liaison between the guest/client and the internal service team once an event is confirmed.
Key Areas of Responsibility
- Manage event enquiries, gather client requirements, and prepare proposals, quotes, and function details.
- Coordinate event bookings, confirmations, deposits, contracts, room setups, menus, timelines, and staffing needs.
- Communicate clearly with culinary and service teams to ensure accurate execution of food, beverage, décor, and service standards.
- Maintain event schedules, run sheets, BEOs/function sheets, and operational details for smooth delivery.
- Support pre-event site visits, tastings, planning meetings, and guest communication.
- Monitor budgets, minimum spends, and final charges to support profitability and accuracy.
- Resolve issues before and during events with professionalism, speed, and discretion.
- Conduct post-event follow-up, including feedback, invoicing support, and opportunities for repeat business.
What Success Looks Like
- Highly organised, calm under pressure, and able to manage multiple events at once.
- Strong communicator with excellent attention to detail and a guest-focused mindset.
- Comfortable working across departments and balancing client expectations with operational realities.
- Professional, polished, and proactive, with a strong sense of ownership and follow-through.
- Able to anticipate problems, solve them quickly, and maintain exceptional service standards.