Wedding Event Coordinator

Job Details: Job Location: Chula Vista Resort - Wisconsin Dells, WI, Salary Range: $55000.00 - $80000.00, Job Category: Sales, Duties may include but are not limited to the following: 

Wedding Sales and Lead Conversion

Manage wedding inquiries from the initial point of contact through signed contract, planning, execution, and post-event follow-up.
Respond to new wedding leads promptly and professionally, with a goal of making initial contact within one business hour during normal business hours.
Conduct discovery conversations to understand each couple’s vision, priorities, guest count, budget, preferred dates, style, and decision-making process.
Qualify opportunities and recommend the resort venues, packages, accommodations, menus, and experiences that best fit each couple.
Create customized proposals that clearly communicate pricing, inclusions, venue options, food and beverage offerings, lodging opportunities, and resort amenities.
Maintain consistent and personalized follow-up through phone calls, emails, virtual meetings, tours, and planning appointments.
Manage Wedding Supplier Websites with up-to-date photos, videos, promotions, venue information, pricing and exciting updates for sites like WeddingWire.com, TheKnot.com, and local publications promoting venues such as ours.
Address objections, negotiate within approved guidelines, and confidently ask for the business.
Meet or exceed established wedding revenue, conversion, activity, and booking goals.
Reengage past inquiries and pursue opportunities for need dates, seasonal periods, and short-term wedding business.

Detailed Wedding Planning

Serve as the couple’s primary resort contact throughout the complete planning process.
Establish and maintain a comprehensive planning timeline for each wedding.
Conduct formal planning meetings at appropriate intervals based on the event date and complexity.
Guide couples through decisions related to ceremony arrangements, reception flow, menus, beverage service, room setup, timelines, décor, entertainment, guest accommodations, and resort logistics.
Provide clear planning deadlines and ensure required selections, documents, deposits, and final details are received on time.
Assist clients in developing a realistic and detailed wedding-day timeline.

Banquet Event Order Preparation

Prepare complete, accurate, and operationally clear Banquet Event Orders for all wedding-related functions.
Create BEOs for ceremonies, receptions, rehearsals, rehearsal dinners, welcome events, brunches, gift openings, and other contracted activities.
Document all relevant details

Internal Event Communication

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 participating departments.
Highlight unusual requests, operational risks, VIP considerations, weather concerns, timing challenges, and client sensitivities.

Vendor Coordination

Serve as the resort’s primary contact for approved wedding vendors regarding arrival, setup, access, operational requirements, and event timing.
Maintain accurate vendor contact information and arrival schedules.
Communicate resort policies regarding deliveries, loading areas, setup windows, décor restrictions, candles, electrical use, insurance, security, and cleanup.

Ceremony Rehearsal and Wedding-Day Execution

Coordinate and lead wedding rehearsals when included in the resort’s services.
Serve as the primary resort contact for the couple on the wedding day.

Financial Management and Billing

Maintain accurate estimates of wedding revenue throughout the sales and planning process.
Track deposits, payment schedules, minimums, guarantees, upgrades, and added services.
Confirm final attendance guarantees and communicate them to the appropriate departments by established deadlines.

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Qualifications:
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.

This position works in a full-service destination resort environment and requires regular interaction with prospective clients, wedding couples, families, vendors, resort guests, and internal departments.

The schedule is driven by client appointments, planning needs, rehearsals, and wedding events. Regular evening and weekend availability is required, particularly during peak wedding season. Holiday availability may also be required based on scheduled events.

The position 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. The role may also require moving or handling light event materials and responding quickly between multiple resort locations.