Event Planning Manager

Position Summary:

The Event Planning Manager is a key driver of group success at Hyatt Regency Newport Beach West, serving as the strategic bridge between Sales and Hotel Operations. This role owns the client relationship from turnover through execution—ensuring seamless delivery of meetings, events, and group programs while identifying opportunities to elevate the experience and grow revenue.

This position is especially critical as we continue to strengthen our group and corporate base, refine our service delivery, and position the hotel as a leading meetings destination in Orange County.

Essential Job Functions: 

• Strategic Event Planning & Client Ownership
• Execute all contractual agreements related to guestrooms, meeting space, food & beverage, and special concessions;
• Serve as the primary point of contact for clients post-contract, guiding them through planning to execution
• Lead pre-convention meetings, site visits, and strategy calls to align expectations and uncover upsell opportunities
• Translate client vision into detailed, actionable event plans (BEOs, resumes, timelines)
• Ensure each program reflects a high-touch, personalized experience aligned with Hyatt Brand standards

Flawless Execution & Operational Leadership

• Coordinate comprehensive event logistics, including venue setup, catering, signage, displays, audiovisual arrangements, guest room blocks, and reservation billing including but not limited to building blocks in Reserve, OPERA and booking link creation
• Lead internal resume meetings and communicate group movements clearly and proactively
• Be present and visible during key programs—owning the experience from arrival through departure
• Anticipate operational challenges and resolve in real time with confidence and professionalism
• Generate pickup reports and accurately record and archive them in client/event files, ensuring all bookings are entered into the sales tracking system.
• Coordinate F&B, vendors, floor plans, and load-in/out; create and update BEOs with finalized guest counts by event deadlines
• Revenue Optimization & Commercial Mindset
• Actively identify and drive incremental / upsell revenue through food & beverage enhancements, meeting room upgrades, optimized space utilization, AV and experience add-ons
• Partner with Sales and Revenue Management to monitor group room blocks, review contracts, and maximize profitability of each program
• Confirm all deposits are paid and recorded
• Initiate billing procedures; send invoices and collect all final payments prior to events
• Review all bills for accuracy and timeliness to support repeat business
• Perform other duties as assigned

Supportive Job Functions: 

Market Positioning & Experience Differentiation

• Help elevate the hotel’s reputation as a premier meeting and events destination
• Contribute ideas that differentiate the on-property experience
• Support growth of higher-rated corporate and association business while maintaining strong SMERF relationships

Relationship Building & Retention

• Build strong, lasting relationships with clients, planners, and internal stakeholders
• Drive repeat business through exceptional execution and proactive communication
• Capture post-event feedback; send thank you notes and meeting critiques
• Encourage completion of meeting planner surveys and maintain a 90% satisfaction score
• Assist customers with event setup and logistics

Qualification Standards:

EDUCATION

Four-year college degree preferred, preferably with hospitality, communications or sales and marketing focus

EXPERIENCE

Requires a minimum of one-year experience at supervisory level in guest contact areas of the hospitality industry. Hotel experience preferred. Previous experience in event planning preferred.

Hyatt Brand experience is a plus

OPERA

Envision

Freedom Pay