Events and Wedding Planner

ESSENTIAL JOB RESPONSIBILITIES
1. EVENT & WEDDING PLANNING
Manage the planning and coordination of weddings, corporate events, private
parties, and other special events from initial assignment through successful
completion.
Conduct client consultations, planning meetings, and venue walkthroughs.

Develop and maintain detailed event timelines, layouts, floor plans, and event
documentation.
Coordinate event details, including catering, floral arrangements, dcor, linens,
entertainment, rentals, and vendor services.

Prepare and maintain accurate Banquet Event Orders (BEOs) and other event-
related documentation.

Communicate regularly with clients to ensure expectations, deadlines, and
contractual obligations are understood and met.
Coordinate with culinary teams, venue managers, vendors, and hospitality sta]
to ensure seamless event execution.
Monitor event budgets, guest counts, deadlines, and contractual requirements.
Ensure all event details are accurately communicated to the appropriate
departments.
Maintain a professional, positive, and service-oriented relationship with clients
throughout the planning process.
2. EVENT SETUP, BREAKDOWN & PHYSICAL RESPONSIBILITIES
All Events & Wedding Planners are expected to actively participate in the
physical setup, execution, cleaning, and breakdown of their assigned events.
Responsibilities include, but are not limited to:
Setting up tables, chairs, linens, dcor, centerpieces, floral arrangements, and
other event furnishings.
Moving, arranging, and repositioning furniture and event equipment.
Loading, unloading, transporting, and organizing event supplies and materials.
Assisting with the installation and removal of event decorations and equipment.
Preparing indoor and outdoor event spaces for guest arrival.
Maintaining clean, organized, and presentable event spaces throughout events.
Participating in post-event cleanup, including removing decorations, clearing
event spaces, and returning furniture and equipment to designated locations.
Assisting with cleaning and resetting venues for subsequent events.
Performing event space turnovers, commonly referred to as venue flips,
sometimes within limited timeframes.
Maintaining event storage areas, dcor inventories, and equipment.
Ensuring venues are properly cleaned, organized, and secured following events.
Physical Requirements:
Must be able to lift, carry, push, and move items weighing at least 40 pounds,
with or without reasonable accommodation.
Must be capable of standing and walking for extended periods, often throughout
an entire event shift.
Must be able to bend, reach, kneel, and perform repetitive physical tasks
associated with event preparation and breakdown.
Must be comfortable working both indoors and outdoors in varying weather
conditions.
Must be willing and able to perform physically demanding tasks as part of
regular job responsibilities.

3. EVENT DAY MANAGEMENT & EXECUTION
Serve as the primary on-site coordinator for assigned weddings and events.
Oversee event setup and verify that all event details meet company standards
and client expectations.
Coordinate event timelines and communicate with vendors, catering teams, and
event sta].
Direct and assist event personnel throughout setup, service, and breakdown.
Respond promptly and professionally to unexpected challenges or last-minute
operational needs.
Ensure guests receive exceptional hospitality and customer service.
Maintain a professional appearance, demeanor, and leadership presence
throughout events.
Remain on-site as required to ensure successful event completion, breakdown,
and venue restoration.
Ensure compliance with company policies, venue requirements, and applicable
safety procedures.
4. VENUE OPERATIONS & TEAMWORK
Entwined Events operates within the larger R&P Hospitality organization, which
includes multiple event venues, restaurants, golf facilities, and hotel operations.
Employees are expected to demonstrate a team-first approach and a willingness
to assist wherever operational needs arise.
Responsibilities include:
Supporting daily venue operations and maintaining event readiness.
Assisting with venue organization, inventory management, cleaning, and general
upkeep.
Working collaboratively with other event planners, hospitality managers, and
operational teams.
Assisting with events outside an employees primary assigned venue when
necessary.
Supporting venue tours, special promotions, community events, and company
functions.
Performing additional duties that contribute to the success of Entwined Events
and R&P Hospitality.
5. SEASONAL FLEXIBILITY & ADDITIONAL HOSPITALITY RESPONSIBILITIES
The wedding and event industry experiences seasonal fluctuations in business
volume.
During slower event seasons or periods of reduced event activity, employees
may be assigned additional responsibilities within other R&P Hospitality
departments or properties.
These assignments may include:
Supporting hotel operations and guest services.
Assisting restaurant and food and beverage operations.
Supporting golf course and country club events and activities.

Assisting with hospitality marketing, administrative duties, and special projects.
Participating in property preparation, cleaning, inventory organization, and
operational improvement projects.
Supporting other R&P Hospitality businesses and departments as directed by
management.
All employees must understand that flexibility and cross-departmental support
are essential expectations of employment.

The position is not limited exclusively to wedding and event planning duties.

Qualifications

Professional Experience
Minimum of three (3) years of professional experience in wedding planning, event
coordination, hospitality event management, or a closely related field is required.
Demonstrated experience independently coordinating weddings, corporate events,
or large-scale private functions.
Experience managing multiple events, competing deadlines, and complex event
logistics.
Working knowledge of event setup, venue operations, catering coordination, and
vendor management.
Experience preparing event timelines, floor plans, and Banquet Event Orders
preferred.
Strong understanding of hospitality service standards and professional client
communication.
Skills & Competencies
Exceptional organizational and time-management skills.
Excellent verbal and written communication skills.
Strong problem-solving abilities and attention to detail.
Ability to work independently while remaining an e]ective team member.
Professional appearance and demeanor.
Ability to remain calm and productive in high-pressure environments.
Strong customer service skills and a genuine commitment to hospitality.
Ability to manage multiple priorities and adapt to changing operational demands.
Proficiency with Microsoft O]ice, Google Workspace, and event planning software.
Willingness to accept direction, constructive feedback, and additional
responsibilities.
Transportation & Background Requirements
Must possess a valid drivers license.
Must have reliable transportation to and from work and between assigned event
venues throughout Central Virginia.
Must maintain an acceptable driving record consistent with company insurance and
employment requirements.
Must successfully complete a criminal background check consistent with
applicable law and company policy.

Must be willing to travel between R&P Hospitality properties and event venues as
business needs require.