Private Dining & Events Services Manager

186 rooms 4500 sq. ft. meeting/event space

Amenities: 24-hour fitness center indoor pool restaurant and bar with outdoor lounge complimentary hot breakfast daily.

Located in downtown Indianapolis this property attracts both business and leisure demand-offering strong career growth in a thriving Midwestern market. With a residential-style feel in an urban setting its ideal for leaders who value both guest comfort and brand-driven operations.

The Private Dining & Catering Services Manager is responsible for the planning sales coordination and flawless execution of all private dining experiences and catered events hosted by the hotel including weddings corporate meetings banquets social gatherings and bespoke in-room or restaurant buyouts. This role serves as the primary point of contact for clients from initial inquiry through final billing ensuring every event reflects the hotels brand standards for service culinary excellence and guest satisfaction while meeting revenue and profitability targets.

Respond promptly to inbound private dining inquiries; conduct site visits tastings and consultations to convert leads into confirmed bookings

Develop and present customized event proposals menus and pricing packages based on client needs budget and occasion

Negotiate contracts deposits and payment terms in line with hotel policy

Build and maintain relationships with repeat clients corporate accounts wedding planners and local businesses to drive referral and repeat business

Detail and execute catering events sold by the Sales Manager ensuring seamless coordination from contract turnover through event completion.

Serve as the primary liaison between clients and internal departments (culinary banquets AV/technical housekeeping front office security)

Create detailed Banquet Event Orders (BEOs) and function sheets ensuring accuracy and timely distribution to all relevant teams

Coordinate menu planning with the Executive Chef including special dietary accommodation and seasonal offerings

Plan floor layouts table settings décor and audiovisual requirements for each event

Conduct pre-event walkthroughs and final detail confirmations with clients

Oversee event setup service flow and breakdown to ensure execution matches the agreed-upon specifications

Be present for key events to manage real-time issues troubleshoot service gaps and ensure guest satisfaction

Supervise and coordinate private dining and catering service staff including scheduling and briefing teams before each function

Ensure compliance with health safety and food handling regulations throughout all events

Develop accurate event cost estimates invoices and final billing in coordination with the finance department

Monitor departmental budgets labor costs and food/beverage costs to meet profitability goals

Track and report on sales performance booking pace and revenue against forecasts and targets

Manage vendor relationships (florists rental companies entertainment AV providers) including contracts and payments

Hire train schedule and supervise private dining and catering staff

Foster a guest-first culture and ensure consistent polished service delivery across all events

Lead pre-shift briefings and post-event debriefs to capture feedback and drive continuous improvement

2-3 years of experience in catering banquet or private dining management preferably within a hotel resort or luxury hospitality setting

Proven track record in event sales and achieving revenue targets

Strong knowledge of food and beverage service standards menu planning and event logistics

Excellent organizational skills with the ability to manage multiple events simultaneously

Strong written and verbal communication skills; confident presenting to clients

Proficiency with catering/event management software (e.g. Delphi Tripleseat Caterease) and Microsoft Office/Google Workspace

Flexibility to work evenings weekends and holidays based on event schedules

Bachelors degree in Hospitality Management Business or related field

ServSafe or equivalent food safety certification

Wine/beverage service certification (e.g. sommelier training)

Experience with luxury weddings corporate retreats or high-profile social events

Multilingual abilities a plus

Client-focused mindset with a polished professional demeanor

Strong negotiation and upselling skills

Calm under pressure with sharp problem-solving instincts

Detail-oriented with excellent follow-through

Collaborative leadership style across departments

Financial acumen and budget management experience

Ability to stand/walk for extended periods during events

Ability to lift up to 25 lbs (event materials décor equipment)

Ability to work in a fast-paced environment with varying schedules

HRI is an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race color religion gender sexual orientation gender identity national origin age disability veteran status or any other protected status prohibited under Federal State or local laws. All employment decisions are based on valid jobrelated requirements.