| Detail | For this role |
|---|---|
| Department | Hospitality |
| Level | Mid level |
| Reports to | Banquet Manager |
| Direct reports | None |
| Experience | 2 to 5 years in banquets or events |
Banquet Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Banquet Coordinator
Department: Hospitality
Reports to: Banquet Manager
Location: [City], [office, branch or site]
About the role
A Banquet Coordinator is the link between the client and the banquet team before and during a function. They capture the client's requirements, prepare the function prospectus, coordinate setup and keep every detail on track for event day. The role reports to the Banquet Manager. A good Banquet Coordinator gets the details exactly right, keeps the client informed and the kitchen and service teams aligned, so functions run to plan without last minute confusion.
Key responsibilities
- Capture client requirements for menu, seating, decor, timing and audio visual needs.
- Prepare and circulate the function prospectus to all departments before the event.
- Coordinate setup, layout and readiness of the hall with the service team.
- Confirm guest numbers, timings and changes with the client before the function.
- Coordinate the menu and timing with the kitchen for each function.
- Track bookings, advances and the banquet calendar for clashes.
- Support the banquet team during the function and handle client requests.
- Prepare the banquet bill inputs and confirm charges with the client.
- Follow up on client feedback and settlement after each function.
- Maintain accurate records of every function and its requirements.
Requirements
- Degree or diploma in hotel management
- Banquet or event coordination experience
- Good communication skills
- 2 to 5 years in banquets or events
KRAs and KPIs for a Banquet Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Prospectus accuracy | Function prospectus complete and accurate before every event |
| Setup readiness | Halls set to the agreed layout and time for each function |
| Client coordination | Client changes captured and shared with teams before the function |
| Booking control | Banquet calendar kept clash free with advances tracked |
| Client satisfaction | Function feedback held above the agreed score |
Skills and tools
Tools used day to day: Banquet management system, Property management system, MS Excel, Function prospectus, Email.
Reporting line and career path
Next roles: Banquet Manager, Event Manager, Food and Beverage Executive
Interview questions for a Banquet Coordinator
- How do you capture a client's requirements for a function?
- What goes into a function prospectus?
- How do you coordinate setup between the client, kitchen and service?
- How do you handle a last minute change in guest numbers?
- How do you keep the banquet calendar clash free?
- How do you follow up after a function?
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What does a Banquet Coordinator do?
A Banquet Coordinator is the link between the client and the banquet team. They capture requirements, prepare the function prospectus, coordinate setup with the service team, confirm numbers and timing and keep every detail on track for event day. They report to the Banquet Manager and support functions on the day.
What is a function prospectus?
A function prospectus, sometimes called a banquet event order, is the document that lists everything about a function: menu, guest count, seating, decor, timing, audio visual and billing. The coordinator prepares it and shares it with all departments so everyone delivers the same event as the client agreed.
What qualifications does a Banquet Coordinator need?
Most Banquet Coordinator roles ask for a degree or diploma in hotel management with banquet or event coordination experience and two or more years. Strong communication, attention to detail and organisation matter most, since the role turns client requirements into a plan the whole team can deliver.