CLUB EVENTS MANAGER

June 29, 2013 - September 30, 2013
Location:San Francisco, CA
Salary Range:DOE
Exempt/Non-Exempt:Exempt
Benefits:Excellent benefit package including unique learning opportunities
Employment Type:Full Time
Department:Food & Beverage
Description: Bohemian Club, founded in 1872, is a unique, private club steeped in tradition. The Club has a diverse membership that includes business and political leaders, artists, entertainers and musicians. There are two facilities: the City Club and the Bohemian Grove. The City Club is located in downtown San Francisco near Union Square. The six-story building that houses the City Club contains dining rooms, meeting rooms, a bar, library, art gallery, theater and guestrooms. The Club provides regular member services six days per week (Monday through Friday), and occasionally on Saturdays and Sundays. The focus at the City Club is on dining and entertainment and the principal activities are weekly Thursday night shows. These are written, produced and performed by the Club members and include a wide range of theatrical and musical presentations.

During the summer, the Club’s principal functions are the two events at the Bohemian Grove: Spring Jinks (4 days) and Encampment (17 days). The Grove is a 2700 acre park-like facility located in Sonoma County’s Russian River area. Members and guests go to the Grove each year (as they have for over 100 years) to enjoy and/or participate in performances, lectures, concerts, etc. Hiking, swimming and skeet and trap shooting are popular pastimes. The Grove functions much like a small city with 24-hour emergency service, security team, food and beverage service, bus service, water treatment and sewage treatment plants. On peak days, approximately 2,500 members and their guests attend the summer functions. Club facilities include a 3,000 sq. ft. Administration Building, Commissary, Storage and Maintenance facilities, Grill Bar, large commercial kitchen with outdoor dining facilities, multiple performance venues accommodating between 500 and 2,000 spectators, a Club Camp and several other smaller buildings. In addition, the Main Grove area contains 119 different Camps where members stay during their visits to the Grove. Each camp is comprised of multiple buildings including a lodge, sleeping quarters, kitchen and bathroom facilities and outdoor gathering areas.

The Club Events Manager is involved, to one degree or another, in all aspects of managing operations at the Bohemian Club. Most of his/her time will be spent in the planning, coordination and supervision of food and beverage operations, including Club events and private parties. The Club Events Manager will “set the tone” and promote a sense of hospitality for all employees who come in contact with the membership. He/She will take a “hands on” approach in direction of the staff, and must willingly fill in wherever needed to ensure that great service is always provided. He/She will be expected to be highly visible and accessible to the membership.
Duties:Specific responsibilities will include, but are not limited to the following:

Event Management
Will plan and organize various Club Events, rehearsals, parities, lunches and dinners. He/She will also be present at these events to ensure that members’ expectations are met.

Weekly Packet Preparation
Gather all pertinent information for Lunches, Rehearsals, Club Events and Private Parties. Prepare Banquet Event Order sheets for each event with as much operational information as possible, with the idea that the BEO’s are a blueprint for proper service and member satisfaction. BEO sheets should be consistent in layout from week to week.

Weekly Packet Distribution
Distribute the BEO packet to all Club personnel. BEO’s should be distributed the Wednesday prior to the week prepared at the morning managers’ meeting. The timeliness of the BEO packet is an integral part of scheduling and planning for upcoming events. As new details about upcoming events become available, he/she will endeavor to provide the most current information to the culinary staff, building engineer and other managers.

Preparation/Distribution of the Daily Events Sheet
Prepare and Distribute a Daily Summary of the events. The “Daily” should be distributed the Day prior to all employees. The Daily will reflect any last minute changes made in regards to scheduling times, room changes etc. The “Daily” will be viewed as the “final word” in room preparation. When changes occur during the day, the “Daily” should be updated and redistributed. Contact the appropriate Department Head to insure that changes are in progress.

Communication with the Front Desk
Many questions meant for the Club Events Office pass through our Front Desk Employees as they are the Club’s first point of contact with our membership. Every effort should be made to keep the Front Desk Employees in tune with upcoming events, reservations status and any other pertinent details. The Club Events Manger should work to clearly define and streamline the dissemination of information to the members through the Front Desk.

Supervision of Dining Operations
All Assistant Managers are expected to be on the floor during dining room service. Managers are expected to be available to direct service and lend a hand wherever needed to ensure that members are being properly served.

Reservations & Table Assignments
The Club Events Manager will play an active role in managing the reservations process. The Club Events Manager will work closely with the reservations clerk to ensure that members are responded to in a timely manner and that accurate records are kept. The Club Events Manager will play a hands-on role in making table assignments and related floor plans.

Bohemian Grove
During the major Grove events, the primary responsibility of the Club Events Manager will be the management of the Dining Circle. This includes hiring, scheduling, training and supervising the seasonal workforce. The Club Events Manager will communicate members’ needs for transport of equipment and supplies from the City Club to the Grove (and back). In addition, he/she will be expected to participate with member services outside of the Dining Circle whenever the need arises. He/She will be required to live on site during the events.

In coordination with the Human Resources Director and General Manager, the Assistant Manager will interview and select staff. In addition, he/she will be required to coach and counsel staff in a consistent and dignified manner.

Miscellaneous:
The Club Events Manager will perform miscellaneous other duties and projects as assigned by the General Manager.
Qualifications: •4 year degree in Hospitality Management preferred.
•At least 2 years prior club management or related hospitality experience.
•Candidate must have an interest in club management beyond event planning. Candidates must demonstrate a desire to become operationally involved in all aspects of club management.
•Previous food and beverage experience. Knowledge and appreciation of food and wine is a must.
•Outgoing, approachable and accommodating personality.
•Working knowledge of Microsoft Office (Excel, Outlook, Word and PowerPoint).
•Knowledge of reservation applications preferred but not required.
•Attention to detail.
•Work ethic – must be willing to put in long hours, including nights and weekends. The Club Events Manager will not only plan events, but will manage and execute them.




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