POSITION OVERVIEW
The Event Director is responsible for the overall planning, execution, and success of all events across the property in Aspen CO. This role serves as the primary point of contact for clients, vendors, internal departments, and ownership, ensuring every event is executed seamlessly from initial inquiry through final closeout. This position requires strong leadership, exceptional communication skills, sound financial judgment, and the ability to remain calm and solutions-oriented in a fast-paced environment.
Event Sales & Client Management
- Serve as the primary point of contact for clients throughout the event planning process.
- Respond to all event inquiries and correspondence in a timely and professional manner.
- Conduct site visits, client meetings, property tours, and event consultations.
- Understand client needs, expectations, budgets, and vision and translate them into an executable event plan.
- Prepare proposals, estimates, contracts, event timelines, and other client-facing materials.
- Manage client expectations while protecting the property's operational and financial interests.
- Maintain strong client relationships from initial inquiry through post-event follow-up.
- Identify opportunities for repeat business, referrals, and increased event revenue.
Event Planning & Production
- Oversee the planning and execution of events from contract signing through completion.
- Develop detailed event timelines, BEOs, floor plans, staffing plans, production schedules, and run-of-show documents.
- Coordinate all event details, including food and beverage, rentals, décor, entertainment, production, security, valet, transportation, permits, staffing, and guest services.
- Ensure all event details are accurately communicated to the appropriate departments and vendors.
- Conduct pre-event planning meetings and operational walkthroughs.
- Ensure all event materials and information are finalized within established deadlines.
- Identify potential operational challenges in advance and develop contingency plans.
Event Execution
- Be present and actively involved in the execution of major events as required.
- Serve as the primary event lead on-site and ensure all departments and vendors are operating according to the event plan.
- Direct event staff, managers, vendors, and production teams throughout the event.
- Ensure timelines are followed and communicate any changes or issues immediately.
- Maintain a visible presence throughout the event and ensure the client has a clear point of contact at all times.
- Resolve guest, client, vendor, and operational issues quickly and professionally.
- Ensure the event is properly closed out and that all property, vendor, staffing, and financial responsibilities are completed.
Vendor & Production Management
- Source, evaluate, negotiate, and manage event vendors and partners.
- Maintain strong relationships with preferred vendors and continuously develop the property's vendor network.
- Obtain and compare quotes to ensure competitive pricing and appropriate value.
- Coordinate vendor load-in, setup, event execution, and load-out.
- Ensure vendors comply with property requirements, insurance requirements, permits, timelines, and operational policies.
- Review vendor invoices and ensure they accurately reflect contracted services.
- Maintain an organized database of vendors, contacts, pricing, proposals, and agreements.
Financial Management
- Manage event budgets and ensure events are executed within approved financial parameters.
- Review proposals, estimates, contracts, invoices, and event-related expenses for accuracy.
- Monitor event profitability, food and beverage revenue, labor, rentals, production, and other event costs.
- Identify opportunities to increase revenue and control unnecessary expenses.
- Ensure deposits, final payments, minimums, and other financial requirements are properly tracked and collected.
- Work closely with Finance/Accounting to ensure accurate event billing and financial closeout.
- Ensure the final event BEO, closed check, and financial documentation are accurate and aligned.
Internal Communication & Leadership
- Work closely with Operations, F&B, Culinary, Hotel, Finance, Marketing, Security, Maintenance, and other departments to ensure successful event execution.
- Clearly communicate event expectations, timelines, staffing needs, and operational requirements.
- Lead event meetings and ensure all responsible parties understand their assignments.
- Hold departments and vendors accountable to agreed-upon deadlines and standards.
- Proactively identify missing information or potential issues rather than waiting for problems to arise.
- Maintain clear and organized event files and documentation.
- Ensure all relevant information is accessible to the appropriate team members.
Permits, Compliance & Risk Management
- Coordinate all required event permits, licenses, insurance, inspections, and regulatory requirements.
- Ensure events comply with applicable local, state, and federal requirements.
- Coordinate with security, fire, police, transportation, and other regulatory agencies when required.
- Ensure temporary structures, tents, generators, liquor service, food service, and other event components meet applicable requirements.
- Maintain accurate documentation for all permits, certificates of insurance, contracts, and approvals.
LEADERSHIP EXPECTATIONS
The Event Director is expected to lead by example and operate with a high level of ownership and accountability. The ideal candidate:
- Is proactive rather than reactive.
- Anticipates problems before they occur.
- Takes ownership of projects from beginning to end.
- Does not require constant follow-up or direction.
- Communicates clearly, professionally, and consistently.
- Is highly organized and able to manage multiple deadlines simultaneously.
- Maintains composure under pressure.
- Holds themselves, their team, and vendors accountable.
- Understands that details matter and follows through on commitments.
- Is willing to step in wherever needed to ensure the success of an event.
ADMINISTRATIVE RESPONSIBILITIES
- Maintain an accurate event calendar.
- Maintain organized digital event files and documentation.
- Keep client records and event notes current.
- Maintain event timelines, BEOs, contracts, proposals, and vendor information.
- Track deadlines and outstanding items for each event.
- Provide regular event updates to leadership and ownership.
- Attend required management and operational meetings.
- Ensure all event-related communication is documented appropriately.
Qualifications
- 5+ years of experience in event production, hospitality, experiential marketing, or private events, with proven leadership experience.
- Proven success producing high-volume, high-profile events, brand activations, buyouts, and VIP experiences.
- Strong experience managing event budgets, BEOs, timelines, vendors, staffing, contracts, and production logistics.
- Ability to manage multiple events simultaneously from initial inquiry through execution and final closeout.
- Strong understanding of F&B operations, venue logistics, permitting, AV/production, security, and guest flow.
- Established network of event and production vendors is strongly preferred.
Personal Attributes
- Highly organized, proactive, and detail-oriented with exceptional follow-through.
- Calm, decisive, and solutions-focused in fast-paced, high-pressure environments.
- Strong leadership presence with the ability to direct internal teams, vendors, and external partners.
- Polished and professional when working with clients, brands, VIPs, and senior leadership.
- Creative thinker with a strong understanding of premium hospitality and guest experience.
- Flexible and willing to work nights, weekends, holidays, and peak seasonal periods.
Performance Expectations
- Own events from initial planning and contracting through execution, breakdown, and financial closeout.
- Develop and manage event timelines, BEOs, floor plans, staffing plans, budgets, and production schedules.
- Serve as the primary liaison between clients, Operations, Culinary, Beverage, Marketing, Partnerships, and vendors.
- Ensure all events are executed seamlessly and consistently with brand and service standards.
- Manage event budgets and profitability, identifying opportunities to maximize revenue while controlling costs.
- Lead on-site execution, proactively troubleshooting issues and making real-time operational decisions.
- Ensure all event details, payments, contracts, and post-event documentation are accurate and completed on time.
- Build strong client relationships that drive repeat business, referrals, and long-term partnerships.