Day of Event Coordinator

The Allegria Hotel; City of Long Beach (NY); On-site; USD 25,000 - 39,000; Full time

Job summary

Prismhr Hire is seeking a Day-of Event Coordinator to serve as the client’s main point of contact for hotel event operations. You will work with the Banquet Captain to ensure the client’s timeline and event details run smoothly and that hotel services meet expectations.

The role requires availability from one hour before the event through its conclusion, coordinating with hotel departments, managing vendor coordination, and assisting with menu cards, escort cards, and room setups as directed.

Responsibilities

• Serve as the primary day-of connection between the client and hotel event operations.
• Work closely with the Banquet Captain assigned to the event.
• Monitor and help maintain the event timeline provided by the client.
• Assist with the procession and entrance lineup.
• Assist the client with coordinating vendors during the event.
• Communicate event-related needs to the appropriate hotel departments.
• Serve meals and beverages to the client during the event.
• Confirm that scheduled deliveries have arrived at the hotel.
• Ensure event rooms are set according to the approved room diagrams.
• Escort cards on the designated table (provided by the client).
• Table numbers (hotel-owned or client-provided).
• Menu cards. If menu cards are provided through the hotel, the hotel has limited design options available.
• Cake topper placed on the cake by Kitchen Staff (provided by the client).
• Bathroom basket drops (provided by the client).
• Photo collages and signs (provided by the client).
• Be available beginning one hour prior to the event through the conclusion of the event.
• Participate in the day-of group chat established for event communication.
• Coordinate with the client, Banquet Captain, and hotel departments as needed.
• Communicate timing and logistical concerns to the appropriate hotel personnel.

Job description

Job Title: Day of Event Coordinator

Department: Banquets

Reports To: Banquet Manager

FLSA Status: Non-Exempt

Job Summary

Non -Tipped. This hotel operates under a hospitality-inclusive service model, where our team is compensated at a premium rate, and gratuity is not charged by the hotel and is not necessary. The Day-of Event Coordinator serves as the client’s dedicated point of contact with the hotel and event operations on the day of the event. The coordinator works in conjunction with the Banquet Captain assigned to the event to help ensure that the client’s timeline, event details, and hotel-related needs are coordinated smoothly.

The Day-of Event Coordinator is available one hour prior to the event through the conclusion of the event and will be introduced to the client on the day of the event. A group chat will be created on the day of the event to facilitate communication between the client, Coordinator, and appropriate hotel personnel.

This position provides day-of event coordination and hotel liaison services and is not intended to replace a full-service event planner, event designer, or outside vendor.

Essential Duties and Responsibilities

Event Coordination & Timeline

• Serve as the primary day-of connection between the client and hotel event operations.
• Work closely with the Banquet Captain assigned to the event.
• Monitor and help maintain the event timeline provided by the client.
• Assist with the procession and entrance lineup.
• Assist the client with coordinating vendors during the event.
• Communicate event-related needs to the appropriate hotel departments.
• Serve meals and beverages to the client during the event.
• Confirm that scheduled deliveries have arrived at the hotel.
  • Whenever possible, deliveries should be scheduled 24–48 hours prior to the event.
• Ensure event rooms are set according to the approved room diagrams.

Placement of Client-Provided Items

Assist with the placement of the following items:

• Escort cards on the designated table (provided by the client).
• Table numbers (hotel-owned or client-provided).
• Menu cards.
  • If menu cards are provided through the hotel, the hotel has limited design options available.
• Cake topper placed on the cake by Kitchen Staff (provided by the client).
• Bathroom basket drops (provided by the client).
• Photo collages and signs (provided by the client).

Communication & Availability

• Be available beginning one hour prior to the event through the conclusion of the event.
• Participate in the day-of group chat established for event communication.
• Coordinate with the client, Banquet Captain, and hotel departments as needed.
• Communicate timing and logistical concerns to the appropriate hotel personnel.

Items Outside the Scope of the Position

The Day-of Event Coordinator does not:

• Set up, assemble, install, or place décor, florals, or items supplied by outside vendors.
• Assemble or arrange outside vendor materials or installations.
• Print or provide name cards or escort cards.
• Handle day-of electrical needs or provide last-minute electrical arrangements. All electrical requirements must be communicated and arranged in advance.
• Guarante