Banquet Event Coordinator

Evolving Solution Services; Town of Ithaca (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Evolving Solution Services in New York is seeking a Banquet Event Coordinator to ensure flawless on-site execution of banquet events. You will translate confirmed details into actionable plans, oversee room setup, catering flow, AV requirements, staffing and timing from pre-event prep through breakdown.

Collaborating with culinary, service and vendor teams, you will maintain schedules, coordinate real-time changes, and ensure all standards are met or exceeded, delivering memorable guest

Qualifications

• Minimum 1–2 years in event coordination or banquet operations.
• Strong organizational and multitasking abilities with attention to detail.
• Clear, effective communication with kitchen, service, and vendor teams.
• Proficiency in event management software and Microsoft Office.

Responsibilities

• Translate banquet event orders into detailed prep and execution timelines, confirming all logistical requirements with catering, service staff, and vendors ahead of the event.
• Oversee pre-event setup, including room configuration, table layouts, AV positioning, and service station readiness.
• Direct event execution on-site, managing service pacing, staff assignments, and timing of all event milestones.
• Coordinate real-time communication across kitchen, service, and vendor teams to address changes, delays, or special requests during the event.
• Supervise post-event breakdown, ensuring spaces are reset and equipment is returned or stored per protocol.

Skills

Event coordination

Hospitality management

Communication skills

Microsoft Office

AV equipment

Education

Associate degree

Bachelor's in hospitality

Tools

AV equipment

Catering software

Job description

About the Role:

The Banquet Event Coordinator is responsible for the seamless preparation and on‑site execution of banquet events. This position translates confirmed event details into actionable plans and oversees every operational element — room setup, catering flow, audiovisual requirements, staffing, and timing — from pre‑event prep through breakdown. Working closely with culinary, service, and vendor teams, the coordinator ensures each event runs on schedule and to specification. Success in this role results in events that are executed flawlessly, with all logistical and service standards met or exceeded.

Minimum Qualifications:

• High school diploma or equivalent; associate or bachelor's degree in hospitality management or related field preferred.
• At least 1–2 years of experience in event coordination, banquet operations, or on‑site event execution.
• Strong organizational and multitasking abilities with attention to detail.
• Clear, effective communication skills for coordinating with kitchen, service, and vendor teams.
• Proficiency in event management software and Microsoft Office Suite.

Preferred Qualifications:

• Experience executing events in a hotel, conference center, or large banquet facility.
• Certification in event planning or hospitality management (e.g., CMP, CSEP).
• Working knowledge of catering operations and food and beverage service standards.
• Ability to manage multiple events simultaneously under tight deadlines.
• Familiarity with audiovisual equipment and setup requirements.

Responsibilities:

• Translate banquet event orders into detailed prep and execution timelines, confirming all logistical requirements with catering, service staff, and vendors ahead of the event.
• Oversee pre‑event setup, including room configuration, table layouts, AV positioning, and service station readiness.
• Direct event execution on‑site, managing service pacing, staff assignments, and timing of all event milestones.
• Coordinate real‑time communication across kitchen, service, and vendor teams to address changes, delays, or special requests during the event.
• Supervise post‑event breakdown, ensuring spaces are reset and equipment is returned or stored per protocol.

Skills:

The Banquet Event Coordinator relies on strong organizational skills to track every detail across the prep, execution, and breakdown phases of each event. Clear communication is essential for directing service staff and coordinating with kitchen and vendor teams in real time. Proficiency with event management software supports accurate scheduling, resource allocation, and on‑the‑fly adjustments. Problem‑solving skills are applied constantly to adapt to last‑minute changes — equipment issues, timing shifts, or staffing gaps — without disrupting the guest experience. A working knowledge of catering operations and service standards allows the coordinator to anticipate operational needs and keep events running on plan.