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, décor, 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, décor, 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, décor 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 employee’s 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.

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 driver’s 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.