5,030 Event Staff jobs in the United States

• Plans, coordinates, and oversees the successful execution of a wide range of university-sponsored events, including conferences, workshops, banquets, and meetings.
• Supervises a team of professional event coordinators and student workers, providing direction, training, and ongoing support to ensure high standards of service and event execution.
• Serves as the liaison for internal departments and external stakeholders, guiding them through the planning process and ensuring all event needs are met.
• Develops room setup diagrams and logistics plans tailored to each event's requirements, ensuring compliance with university policies, safety codes, and accessibility standards.
• Coordinates with campus partners (e.g., catering, facilities, IT, parking, custodial) to align event logistics and deliver seamless support services.
• Coordinates with off-campus vendors to manage the inventory of supplies needed to deliver services to our campus partners and any other stakeholders that utilize the space.
• Monitors and manages event budgets, prepares estimates and billing documentation, and ensures cost-effective use of resources.
• Responds to last-minute changes or on-site issues with professionalism and efficiency, maintaining client satisfaction and event integrity.
• Evaluates event outcomes, gathers feedback, and recommends improvements to enhance service delivery and operational effectiveness.

Event Planning Specialist

The Air Line Pilots Association, International (ALPA) , the largest airline pilot union in the world and the largest non-governmental aviation safety organization in the world (representing over 79,000 pilots at 42 U.S. and Canadian airlines) seeks an experienced Event Planning Specialist for our McLean, Virginia, office. As the primary contact for pilot members and MEC/LEC and ALPA National staff in obtaining meeting space and hotel accommodations, Event Planning Specialist assist their supervisor in all aspects of booking lodging rooms for pilots and staff and planning Association meetings, events, luncheons, conventions, room bookings, and other travel arrangements, as assigned. Travel is required.

Travel: 10 - 20 %. May include some nights and weekends.

ALPA is an equal opportunity employer that is committed to diversity and inclusion in a safe workplace. We prohibit discrimination, harassment and harmful behavior of any kind based on race, color, sex, religion, sexual orientation, national origin, gender identity, caste, disability, genetic information, pregnancy, or other protected characteristics as outlined in federal or provincial laws. We highly value everyone and all are encouraged to apply, including minorities, veterans, and people with disabilities.

This position is covered by a collective bargaining agreement.

ALPA is a member-driven, staff supported, union with two internal professional unions.

Qualifications:

Two years of college with emphasis in business math and/or accounting strongly preferred; high school diploma required; or, the equivalent combination of education and experience.
• Minimum two (2) years of prior or related experience, preferably in an event planning position, four (4) or more years strongly preferred.
• Two (2) years of experience in a project coordination role required, three (3) or more years strongly preferred. At management discretion, ALPA experience with proven expertise may be substituted for either of the above.
• Prior experience working with budgets strongly preferred.
• Solid interpersonal and communication skills, oral and written, for effective interaction with internal staff, pilots, pilot committees, officers, governing bodies, and other external contacts.
• Solid organizational skills, sufficient to successfully handle multiple projects and deadlines.
• Sound judgment and ability to make decisions on the spot while remaining calm under pressure.
• Strong math skills and accuracy with financial reports.
• Comprehensive knowledge of Microsoft Word, Outlook, PowerPoint, Teams, SharePoint, and Excel required.
• Knowledge of Cvent Event Diagramming (formerly Social Tables) and Swoogo strongly preferred.

Physical Demands:

Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.

Constantly operates a computer/smartphone/tablet. Regularly required to maintain a stationary position; move about the office and the Washington, D.C. metropolitan area; determine what others have said or written; and, converse with others and exchange accurate information.

Regularly required to sit, stand, bend, reach, and move about the office and travel (locally, nationally, and internationally). May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.

Occasionally required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to ten (10) pounds (lbs.). While on travel, could be responsible to move, raise, reach, and/or retrieve luggage weighing as much as 50 lbs. (Assistance may not always be available.)

ALPA offers competitive salaries with terrific benefits, including:

• 401k Plan with Non-Elective Employer Contribution of 12% plus 2% into a Market-Based Cash Balance Plan after 180 days of employment. No employee contribution required! The 401k plan includes a Roth option and 4-year vesting schedule.
• Generous health care benefits on day one - PPO, Kaiser (where available), and a High Deductible Health Plan which includes coverage for medical, dental, and vision benefits for employee, spouse, and/or dependent children;
• 15 days paid vacation and 13 holidays per year plus 2 volunteer days per year;
• Generous sick and bereavement leave;
• Competitive parental leave;
• Company-paid premiums for disability and life insurance;
• Flexible Spending and Health Savings accounts;
• Retiree health plan;
• Education Assistance Program; and,
• Optional benefits including pet insurance, excess life insurance, legal plan, and qualified transportation fringe benefits, where available.
• Partial remote work opportunities.

PROJECTED ANNUAL SALARY RANGE: $ 57,406.00 - $ 80,456.00

Relocation not provided.

Sponsorship not available for this position.

• Bachelor's degree and/or 2+ years of hotel sales experience
• 1-year food and beverage experience
• Strong understanding of negotiation and interpretation of contracts
• Developed business communication skills, both written and verbal
• Working knowledge of computers and Microsoft office
• Present a professional appearance and confidence
• Ability to communicate effectively with public and other Team Members
• Strong time management skills, and ability to work under pressure
• Experience with major Hospitality Sales CRM systems

• Multiple Tiers of Medical Coverage
• Dental & Vision Coverage
• 24/7 Teledoc service
• Free Maintenance Medications
• Pet Insurance
• Hotel Discounts
• Tuition Reimbursement
• Paid Time Off (vacation, sick, bereavement, and Holidays).
• 401K Match

• Act as onsite contact for all assigned groups, as well as working with the customer to produce BEO's and Convention Resumes.
• Ensures that all special arrangements - Food and Beverage, Audio Visual, and other requests are properly documented on BEO's and signed by authorized representative.
• Ensures timely distribution of all BEO's and Resumes to the appropriate departments and follows up on any questions.
• Maintains detailed files, notes, records, and trace systems to ensure event meets with customer expectations.
• Verifies space requirements and meeting room set-up with the client, and ensures that public space needed is properly maintained and in good condition.
• Confirms revisions in agendas, room blocks, etc. and notifies corresponding departments in a timely manner.
• Finalizes the program/agenda with client and checks all scheduled functions one hour prior to start time.
• Reviews event sheets and works with appropriate departments to ensure quality and satisfaction.
• Maintains positive guest and employee relations through prompt, precise, and courteous communication.
• Other duties as assigned by the leader

• Bachelor's degree in business administration or sales and marketing preferred
• Minimum 3 years banquet or meeting planner experience; OR, equivalent combination of education and experience.

• Maintain strong client relationships and ensure that Event specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees, consistent with hotel and Hyatt standards.
• Creation and oversight of Event Orders, Resumes, Invoices, Event Diagrams, Fire marshal approvals, and other required documents for all events.
• Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments if necessary in partnership with Sales, Revenue, and Group Reservations.
• Review sales contracts as well as other important information, ie: room block cut off, special concessions, certificates of insurance, etc and validate with client once the file is turned over from Sales
• Accurately forecast group rooms and group food and beverage revenues for assigned group business
• Implements and shares all information and/or resumes related to group business booked by Sales Managers to meet the needs of the client
• Arranges and disseminates all details for the group client on the Event Orders and Daily Detail Reports from Envision, including meeting set-up, food and beverage, guest room requirements, audio/visual, billing, outside activities, VIPs, special requests, and any other needs requested by the client or hotel.
• Coordinates through proper hotel departments all arrangements needed by client via system reports and property policies and procedures/SOPs.
• Lead and participate in Pre/Post convention meeting
• Participate in site visits and coordinate and lead pre-planning meetings for upcoming group business
• Provides feedback to all departments on client assessment of hotel performance

• Ability to perform month-end commentary and complete month-end reports as required
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner
• Ensure changes are communicated timely to impacted departments/operations leaders
• Attend daily/weekly/monthly meetings and any other functions required by management
• Perform other duties as requested by Hotel Leadership

• Knowledge of Delphi or the Envision Sales & Catering system
• Basic understanding of audio-visual equipment, preferred
• Demonstrate creativity and knowledge of food and beverage/events
• Must possess highly developed verbal & written communication skills to frequently negotiate, convince, sell and influence other managerial personnel, hotel guest(s) and/or group clients
• Shows analytical skills and strategic vision
• Must be proficient in general computer knowledge especially Microsoft Office products
• Must be able to work independently and simultaneously manage multiple tasks
• Strong organization and presentation skills
• Demonstrated ability to effectively interact and manage people of diverse socioeconomic, cultural, disability and ethnic backgrounds while solving complex problems and creating a productive services team
• Must work well in stressful, high pressure situations; maintain composure and objectivity under pressure

• Bachelor's Degree in Hotel or Business Administration preferred
• Two (2) plus years experience in Hotel Catering and/or Convention Services at a convention focused, resort property or related experience in the hospitality industry

• Must be able to work a flexible schedule to include evenings, weekends, and holidays as necessary for the success of the hotel
• Must be able to work under time constraints and within established deadlines

• Bachelor's degree and/or 2+ years of hotel sales experience
• 1-year food and beverage or detailing experience
• Strong understanding of negotiation and interpretation of contracts
• Developed business communication skills, both written and verbal
• Working knowledge of computers and Microsoft office
• Present a professional appearance and confidence
• Ability to communicate effectively with public and other Team Members
• Strong time management skills, and ability to work under pressure
• Experience with major Hospitality Sales CRM systems

• Multiple Tiers of Medical Coverage
• Dental & Vision Coverage
• 24/7 Teledoc service
• Free Maintenance Medications
• Pet Insurance
• Hotel Discounts
• Tuition Reimbursement
• Paid Time Off (vacation, sick, bereavement, and Holidays).
• 401K Match

Posted Friday, March 28, 2025 at 5:00 AM | Expires Wednesday, April 9, 2025 at 4:59 AM

The Event Planning Manager at Hyatt Regency O'Hare Chicago in Rosemont, IL will be responsible for preparing all event documentation and coordinating with Sales, property departments, and guests to ensure consistent, high-level service throughout the pre-event, event, and post-event phases of property events. Additionally, this role ensures a seamless turnover from sales to service back to sales and recognizes opportunities to maximize revenue by upselling and offering enhancements to create outstanding events.

1. Solve problems and suggest alternatives to previous arrangements if necessary
2. Lead pre-event and post-event meetings for assigned groups
3. Identify operational challenges associated with groups and work with the property team members and guests to solve these challenges and develop alternative solutions as needed
4. Manage client budgets to maximize revenue and meet client needs
5. Oversee guest experience from file turnover through the post-event phase until the turnover back to Sales Department
6. Manage group room blocks and meeting space for assigned groups
7. Adhere to all standards, policies, and procedures
8. Celebrate successes and publicly recognize the contributions of team members
9. Up-sell products and services throughout the event process
10. Participate in customer site inspections and assist with the sales process when needed
11. Act as liaison between salesperson and client throughout the event process
12. Review billing and payments with clients
13. Handle guest problems and complaints
14. Greet client during the event phase and hand-off to the operations team for the execution of details
15. Strive to improve service performance
16. Set a positive example for guest relations
17. Coordinate and communicate verbally and in writing with customer (internal and external) regarding event details

1. High school degree (or equivalency) with Hotel/College training preferred
2. Previous Restaurant or Hotel Food and Beverage experience preferred
3. Solid understanding of banquet revenue generation
4. Creative and innovative, as well as proactive and customer-oriented
5. High energy and outgoing personality
6. Organizational skills and attention to detail
7. Diplomatic team player
8. Excellent communication skills both written and oral
9. Proficient in the use of Microsoft Office, event management software, and customer management platform
10. Excellent time management
11. Ability to multi-task and work in a fast-paced environment
12. An aptitude for self-motivation
13. A can-do attitude and a hands-on approach
14. A flexible schedule that allows availability days, nights, holidays, and weekends based on the demands of the hotel