Job Description
Job Description:
Joseph Phelps Vineyards, a renowned name in the wine and spirits industry, is seeking a passionate and dynamic Events Manager to join our vibrant team. In this role, you will be at the forefront of orchestrating exceptional events that showcase our exquisite portfolio of wines. The ideal candidate will possess a deep appreciation for wine and an understanding of the luxury market, allowing them to connect with our clientele and create memorable experiences. You'll be responsible for planning, coordinating, and executing a diverse range of events including tastings, private dinners, corporate functions, and outdoor festivals. This is an opportunity to leverage your creativity and organizational skills while immersing yourself in a world of fine wines. If you have a knack for building relationships and a passion for hospitality, we encourage you to apply and help us elevate our brand through exceptional event experiences that exceed our clients’ expectations.
SUMMARY OF POSITION: Facilitates the planning, coordination and execution of on-premises special events, paid events, Phelps Preferred events, select marketing events, trade/wholesale events and JPV internal company events.
Works to ensure all events are executed in alignment with our luxury brand standards and business objectives. This job will include close coordination with the culinary, marketing, Phelps Preferred and Hospitality teams.
Employing detail orientation and proven organizational skills, works to coordinate all logistics to produce a luxury event representative of the estates. From initial contact through the execution of the event, this role will serve a vital role in showcasing our capabilities.
DUTIES AND RESPONSIBILITIES:
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
• Interacts with customers requesting events and responds in a timely exemplifying excellence in customer service with all event interactions from inception through execution.
• If event is approved, determines event fees, creates budgets and organizes and coordinates all billing for winery events. Monitors the billing process, codes all receipts and invoices and coordinates activities with accounting.
• Documents the entire event from start to finish using approved forms to capture information and track every detail.
• Leads the wine club event calendar creation in collaboration with the Phelps Preferred Manager and Senior Director of DTC, and arranges staffing with other department managers, sends out invitations to event well in advance.
• As part of all event execution, ensures all event signage, product displays, sales materials and invitations and key partners and vendors solidified well in advance of all events.
• Works closely with the Direct-to-Consumer channels to provide marketing support and assets to ensure event brand alignment and capitalization of prospective members.
• Displays a creative and solutions-oriented approach to elevate the event, leading to higher guest satisfaction.
• As a part of the hospitality and culinary team hosts private Taste of Place events as needed.
• Hosts large group tastings in slower event months to increase event channel revenue.
• Communicates with inside JPV staff and those outside JPV involved in the event to track all aspects of the events. Uses e-mail and event forms to capture this communication.
• Works with Hospitality Manager, Chef, and Inventory Manger to select wines and menus that are appropriate for event and within budget.
• Develops, implements and monitors event planning procedures.
• Establishes and maintains event guidelines and lookbooks in partnership with the marketing team.
• Negotiates contracts and maintains relationships with vendors including but not limited to caterers, chefs, florists, rental companies, and entertainment suppliers.
• Hires and manages event staff including but not limited to wait staff, entertainers and housekeeping staff; schedules and manages outside caterers and other vendors.
• Performs the work of serving food and wine when possible and when the event is of such a size that no additional staff is required.
• Manages and maintains the marketing and internal event visual event asset inventory.
• Responsible for creating, tracking and reporting all event costs and working within a specified budget.
• Works with inventory manager to obtain wines, transportation of them to the location, ensure they are at proper temperature and be responsible for the opening, evaluating and serving of wine for the event.
• Works at all events to direct outside staff and ensure events are executed in an efficient manner and in a safe environment and to JPV standards.
• Expedites all problems and emergencies.
• Meet weekly with hospitality and housekeeping managers to review upcoming events and fill in-house needs.
The Following is a sample list of events the Events Manager is responsible for planning, executing, and attending. This is subject to change year to year and is not inclusive of the various paid events.
Founders Fridays (5-6)
Insignia Release Weekend (4 days)
Phelps Preferred Dinner Series (4)
Epicurean Escapes (3)
Holidays at the Home Ranch
Living Soils Forum
Distributor Summit Reviews (2)
Annual Wholesale Immersion Trip
Service Award Ceremony
Decader's Luncheon
Farewell Celebrations (various)
Wellness Fair
Harvest Party
Employee Holiday Party
JPV Children’s Holiday Party
Onboarding Luncheons (various)
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Job Tags
Holiday work, Full time, Outdoor, Weekend work,