What are the responsibilities and job description for the Special Event Planner position at Keeneland Association Inc?
Keeneland’s founders intended it to be a gathering place for the community. With this in mind, Keeneland Hospitality was formed in 2015 as the catering and event operation for Keeneland Association. Keeneland offers extraordinary experiences year-round focusing on refined cuisine, unique venues and exceptional service.
This position oversees the planning, catering and execution for special events booked at Keeneland to deliver an exceptional experience. Event details are planned with supporting departments at Keeneland to ensure the highest level of service. Serve as the Keeneland representative, attending events and meetings with nights and weekend work required.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Other duties may be assigned.
Race Meet- Group Sales
- During race meet, focus on sales and planning of events in spaces assigned by Director of Events.
- Serve as Keeneland representative for assigned spaces, managing catering orders each day. Act as the liaison between the client and the Keeneland Hospitality team.
- Identify ways to educate guests on the sport of racing to help cultivate a new fan base.
- Collaborate with other departments on ways to enhance the race day experience for the group; i.e. Keeneland Shop, Tours, BETologists.
Keeneland Special Event Program
- Once a facility is secured by the Director of Hospitality Sales & Experience or Director of Events, assist the client to plan the details of the event and coordinate with other Keeneland departments. Work with clients to plan each event in detail, including menu planning, diagrams and timeline. Make recommendations to enhance the guest experience.
- Communicate all event needs with the catering team and all other departments at Keeneland to ensure the event’s success.
- Serve as the Keeneland liaison for special events, always placing an emphasis on customer service.
- Utilize event software to provide layouts and diagrams of facilities to clients and setup team.
- Assist in coordinating the set-up and breakdown with the setup team.
- Provide on-site supervision for meetings and events working alongside the Catering Manager and any necessary Keeneland staff.
- Post event follow up with internal departments to create detailed post-event reports.
- Coordinate ancillary services for contracted clients such as audio visual, décor, IT as well as requests for handicapping seminars, tours, etc.
- Input events into Keeneland’s calendar program and coordinate event responsibilities with Keeneland departments.
- Assist in the planning of internal events and meetings
- Assist in the up-keep of the event software.
- Perform administrative functions related to special event program.
Preferred 2-3 years of relevant event planning experience.
