Special Event Planner

Keeneland’s founders intended our grounds to be a gathering place for the community.  With this in mind, Keeneland Hospitality was formed in 2015 as the catering and event operation for Keeneland Association. Keeneland offers extraordinary experiences year-round focusing on refined cuisine, unique venues and exceptional service.  

This position oversees the planning, catering and execution for special events booked at Keeneland to deliver a world-class experience.  Event details are planned with supporting departments at Keeneland to ensure the highest level of service. Serve as the Keeneland representative, attending events and meetings with nights and weekend work required.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Race Meet- Group Sales

• During race meet, focus on sales and planning of events in spaces assigned byDirector of Events.
• Serve as Keeneland representative for assigned spaces, managing catering orders each day. Act as the liaison between the client and the Keeneland Hospitality team. 
• Identify ways to educate guests on the sport of racing to help cultivate a new fan base.
• Collaborate with other departments on ways to enhance the race day experience for the group;i.e.Keeneland Shop, Tours,BETologists.

Event Inquiries:

• Represent Keeneland Hospitality toassigneddivision ofeventinquiries.  Provide the highest level of customerservice,including answering inquiriesin a timely manner,providing patrons with the correct information, and collaborating with theproper departmentsto build a robust andefficientprogram.

Keeneland Special Event Program 

• Once an event is booked,assistthe clientto planthe details of the event andcoordinatewith other Keeneland departments. Work with clientsand internal departmentsto plan each event in detail,including service style,food and beverage menus,diagrams,timelinesand print materials. Make recommendations to enhance theguestexperiencewhilemaintainingthe needs of the operation.
• Communicate all event needs with the catering team and all othersupportingdepartments at Keeneland to ensure the event’s success.
• Collaborate with the catering team to align food and beveragepresentation withthe overall eventexperience.
• Serve as the Keeneland liaison for the execution ofspecial events, with a strong emphasis on customer service.  Proactivlyidentifyand resolve on-site issues to ensure seamless operations.
• Utilize event software to provide layouts and diagrams of facilities to clients and setup team.
• Assist in coordination set-up and breakdown with the setup team. 
• Provide on-site supervision for meetings and events working alongside the Catering Manager and any necessary Keeneland staff.
• Post event follow up with internal departments to create detailed post-event reports.
• Coordinate ancillary services for contracted clients such as audio visual,floral, IT as well as requests for handicapping seminars, tours, etc.
• Input event details into Keeneland’s calendar program and coordinate event responsibilities with Keeneland departments. 
• Assist in the planning of internal events and meetings
• Assist in the up-keep of the event software.
• Perform administrative functions related to special event program.

Other duties may be assigned. Preferred 2-3 years of relevant planning experience.