Event Planning Manager

Event Planning ManagerCompensation: $73,000 to $76,000 per year plus bonus, Full-TimePosition Summary:The Event Planning Manager is a key driver of group success at Hyatt Regency Newport Beach West, serving as the strategic bridge between Sales and Hotel Operations. This role owns the client relationship from turnover through execution—ensuring seamless delivery of meetings, events, and group programs while identifying opportunities to elevate the experience and grow revenue.This position is especially critical as we continue to strengthen our group and corporate base, refine our service delivery, and position the hotel as a leading meetings destination in Orange County.Essential Job Functions:Strategic Event Planning & Client OwnershipExecute all contractual agreements related to guestrooms, meeting space, food & beverage, and special concessions;Serve as the primary point of contact for clients post-contract, guiding them through planning to executionLead pre-convention meetings, site visits, and strategy calls to align expectations and uncover upsell opportunitiesTranslate client vision into detailed, actionable event plans (BEOs, resumes, timelines)Ensure each program reflects a high-touch, personalized experience aligned with Hyatt Brand standardsFlawless Execution & Operational LeadershipCoordinate comprehensive event logistics, including venue setup, catering, signage, displays, audiovisual arrangements, guest room blocks, and reservation billing including but not limited to building blocks in Reserve, OPERA and booking link creationLead internal resume meetings and communicate group movements clearly and proactivelyBe present and visible during key programs—owning the experience from arrival through departureAnticipate operational challenges and resolve in real time with confidence and professionalismGenerate pickup reports and accurately record and archive them in client/event files, ensuring all bookings are entered into the sales tracking system.Coordinate F&B, vendors, floor plans, and load-in/out; create and update BEOs with finalized guest counts by event deadlinesRevenue Optimization & Commercial MindsetActively identify and drive incremental / upsell revenue through food & beverage enhancements, meeting room upgrades, optimized space utilization, AV and experience add-onsPartner with Sales and Revenue Management to monitor group room blocks, review contracts, and maximize profitability of each programConfirm all deposits are paid and recordedInitiate billing procedures; send invoices and collect all final payments prior to eventsReview all bills for accuracy and timeliness to support repeat businessPerform other duties as assignedSupportive Job Functions:Market Positioning & Experience DifferentiationHelp elevate the hotel's reputation as a premier meeting and events destinationContribute ideas that differentiate the on-property experienceSupport growth of higher-rated corporate and association business while maintaining strong SMERF relationshipsRelationship Building & RetentionBuild strong, lasting relationships with clients, planners, and internal stakeholdersDrive repeat business through exceptional execution and proactive communicationCapture post-event feedback; send thank you notes and meeting critiquesEncourage completion of meeting planner surveys and maintain a 90% satisfaction scoreAssist customers with event setup and logisticsQualification Standards:EDUCATIONFour-year college degree preferred, preferably with hospitality, communications or sales and marketing focusEXPERIENCERequires a minimum of one-year experience at supervisory level in guest contact areas of the hospitality industry. Hotel experience preferred. Previous experience in event planning preferred.Hyatt Brand experience is a plus