Event Venue Logistics Manager at Belle Ame Vineyard

Position Overview

At Belle Ame Vineyard, the duties of an Event Logistics Manager will not only consist of overseeing and managing internal and external events to ensure a smooth, engaging, and successful experience for guests. This role involves touch points with Event Leads, Day of Hosts, and the Logistics Crew and couples to confirm logistics and planning details for every event hosted at Belle Ame Vineyard meet the high standards and quality expectations set forth in our Mission and Vision Statements. The Event Logistics Manager ensures the quality of our services, venue, and packages for events. For internal events (events hosted by Belle Ame Vineyard for marketing or community engagement purposes) the Event Logistics Manager oversees the event budgets and ensures that the Logistics Leads remain within that budget. Additionally, the Event Logistics Manager, is responsible for ensuring that all event supplies, food/beverage packages, and decorations are ordered in a timely manner. Additionally, they are responsible for reviewing and approving all internal event layouts, marketing, and decor. As part of the role, the Event Logistics Manager is also responsible for staying informed and up-to-date on wedding trends. This includes attending Wedding Shows and representing the venue, creating Wedding and Large Event package, and communicating wedding trends with the Marketing Manager for Social Media. Finally, they are also responsible for planning wedding trunk shows, wedding vendor events, and staged photography shoots at the Vineyard. The Event Logistics Manager will report directly to the Director of Sales, Events, and Marketing. The Event Logistics Manager will oversee and manage the Event Logistics Leads, Event Logistics Crew, and Building Management Services (Cleaners, Cintas/Inventory, Groundskeepers, etc).

Event Logistics Manager Key Responsibilities

Ensuring Event Coordination:

• Oversees the Logistics Leads to ensure timely and accurate information is obtained from the clients to

ensure all details needed to run the event are entered in Planning Pod and communicated to the greater

team in advance of the event date.

• Meet with clients at defined touch points, to establish a relationship, discuss event details, and provide information about the venue.

• Represent the venue at all times, adhering to the highest standards of professionalism, communication, and organization.

• Interacting with clients in a professional, respectful, accepting, and supportive manner at all times.

• Paying exquisite attention to details needed to ensure a successful event that meets the high standards

set forth by the Belle Ame mission, vision, and values

• Responsible for ensuring that the Event Logistics Leads and Event Hosts are performing their roles to

Belle Ame Vineyard standards.

• Develops Standard Operating Procedures (SOPs) for events and updates these annually

• Reviews vendors and creates a preferred vendor list that is updated annually

• Provides employee performance reviews, hires new employees, and works with the Director of Events

and Marketing when terminating personnel

• Remains available to Event Logistic Leads and Event Hosts in case of emergency during an event

• Flexible, and responsible for coverage of Event Logistics Team and Event Hosts in the cass of illness or unexpected absence of an employee.

Marketing & Communication:

• Communicate with the event team to ensure all tasks are completed and any issues are addressed.

• Develop communication strategies with the General Manager for ensuring seamless services across our bar/restaurant platform and events.

• Meets with the Marketing Manager and Director of Sales, Marketing, and Events on a regular basis to ensure all marketing materials are accurate and timely

• Creatively posts on social media platforms reels, videos, and images that represent the venue, trends in the wedding industry, and engaging posts

• Works closely with the Director of Sales, Marketing, and Events to support the sales cycle when booking weddings and events.

• Creates client facing materials that are informative and on-brand for events and weddings

• Works with the sales team to update all sales materials when changes in offerings are made

• Develops networks and relationships with other Wedding and Event industry leaders in the Midwest

• Work with Marketing Manger and the Website Designer to ensure timely updates of photos, videos, and materials are posted on the website

• Be available for phone calls during business hours and respond to phone inquiries in a timely manner

Logistics and Operations:

• Ensures that the Event Logistics Leads are on track for managing the logistics of all assigned internal

and external events

• Ensures that the General Manager is aware of the staffing needs for events in a timely manner

• Authorizes and ensures timely ordering of wedding and large event beverage packages

• Ensure that all equipment, materials, and supplies for events are functioning properly or are serviced timely

• Use all functions of Planning Pod software for event management and planning

• Create a system for communicating with the General Manager food packages offered during Weddings and Large Events

• Update agreements and contracts with vendors as appropriate

• Ensure all contracts and legal documents are complete and uploaded in Planning Pod for all events

• Work with grounds crew and Logistics Team to ensure the grounds, building, suites, and all aspects of the space are clean and ready for events

Safety and Compliance:

• Ensure that all event activities comply with safety regulations and company policies.

• Responsible for overseeing how the team is monitoring and documenting crowd control, decibels, and managing access to restricted areas.

• Respond to emergencies and provide first aid if necessary.

• Work directly with the private event security manager to ensure adequate security is provided for all large events and weddings

Customer Service:

• Provide exceptional customer service in accordance with our standards as outlined in the Mission and Vision statement

• Anticipate guests' needs and provide personalized recommendations.

• Handle guest inquiries, feedback, and concerns with professionalism and empathy.

• Foster a positive and memorable experience for every guest.

• Act swiftly and diplomatically to address any concerns raised by guests or the event logistics team

• Obtain annual feedback from clients on service

• Incentivize and obtain feedback from wedding couples to post reviews on Wedding Wire & The Knot

Operational Excellence:

• Maintain impeccable standards of cleanliness, organization, and efficiency.

• Follow sanitation and safety guidelines to maintain a clean and safe work environment.

• Ensure service delivered during events meets Belle Âme standards at all times.

Collaborative Team Player:

• Work closely with colleagues across departments to ensure seamless operations.

• Communicate effectively and contribute to a positive team environment.

• Support fellow team members during busy periods and events.

• Attend weekly team leadership meetings and provide direction, insights, and feedback regarding our event platform

• Support students from UWRF seeking internships

Knowledge and Creativity:

• Stay up-to-date with industry trends and pivot to ensure we remain competitive

• Be able to adapt to any given challenge during an event to support the team and ensure a good outcome

Event Host Requirements and Qualifications

• Ability to multitask and prioritize tasks effectively.

• Knowledge of Belle Âme Vineyard products, weddings, and other events.

• Physical stamina and the ability to be on your feet for extended periods of time.

• Knowledge with and ability to use Planning Pod or similar event planning software, or a willingness to learn

• Creativity, ability to create original content for social media platforms in collaboration with the

Marketing Manager

• Excellent organizational skills and attention to detail.

• Strong interpersonal, communication skills, and a commitment to excellence in guest service.

• Ability to remain calm under pressure, adapt to unexpected situations, and lead a team.

• Knowledge of wedding traditions and etiquette.

• Availability to work evenings, Thursday-Sunday, and holidays as required by event schedules.

• Bachelor’s degree in hospitality management, event planning, or a related field (preferred)

• Minimum of 5 years of experience in event planning

Benefits

• Employee discount

• Flexible schedule

• Ability to increase pay with experience to a certain point

Job Type: Part-time

Pay: $50,000.00 - $60,000.00 per year

Expected hours: 40 per week

Schedule:

• Weekends as needed

Work Location: Hybrid remote in River Falls, WI 54022

Salary : $50,000 - $60,000