Groups & Events Planner

ABOUT ODYSSEY

We are The Odyssey Hotel Group, Europe’s most ambitious hotel operator and the team behind many well-known global hospitality brands. We partner with Marriott, IHG, and Accor to develop exceptional properties across a wide range of concepts and destinations. Powered by over 700 employees and supported by Activum SG as our major shareholder, our purpose is to create wonderful stories through a passion for locally inspired design, genuine hospitality, and attention to every detail. We achieve this through a culture of enabling and empowering our teams to master the art of hospitality.

ODYSSEY CULTURE

You will be joining a fast-moving, ambitious, and successful team that is reshaping the industry we love. If you thrive on responsibility, share a passion for service, and enjoy working collaboratively, you will fit right in. We believe in teamwork, ownership, and creating memorable experiences for both our guests and our colleagues.

THE POSITION

Are you the go-to person when it comes to planning and organising? As our Groups & Events Planner at AC Hotel Würzburg, you will play a central role in creating successful meetings, celebrations, and events from the first enquiry through to execution and follow-up.

You will manage all key event details, from rooming lists and event orders to floor plans, catering arrangements, AV requirements, and invoicing. You will work closely with clients to understand their needs, coordinate with internal departments to ensure flawless delivery, and remain calm and solution-focused when plans change at the last minute.

You will be the link between our guests and our operational teams, ensuring each event runs smoothly and leaves a lasting impression. If you are organised, service-driven, detail-oriented, and passionate about hospitality, this could be the perfect next step for you.

KEY RESPONSIBILITIES

• Coordinate all pre- and post-event administration, including rooming lists, external orders, invoicing, and follow-up
• Conduct site inspections and pre-event meetings with clients to finalise all arrangements
• Prepare detailed event orders, including timelines, floor plans, room setups, and service requirements
• Oversee event setup and execution to ensure all elements meet client expectations
• Act as the main on-site contact for clients and external suppliers during events
• Liaise closely with internal departments such as kitchen, banqueting, front office, and housekeeping to ensure seamless communication and delivery
• Handle last-minute changes, cancellations, and overbookings professionally and efficiently
• Manage short lead-time business, same-day events, and social events such as birthdays or weddings
• Build and maintain strong relationships with corporate clients, event organisers, and suppliers
• Deliver excellent customer service before, during, and after each event to encourage repeat business
• Gather feedback from clients and support continuous improvement of the event experience
• Maintain accurate event records and keep all booking information up to date
• Ensure compliance with company policies, safety standards, and contractual agreements

WHY THIS ROLE AT ODYSSEY?

• Attractive benefits package
• Employee discount rates in more than 8,000 hotels for you and your family
• Great development opportunities within our hotel portfolio and headquarters
• Access to resources through Empowr to support your well-being
• Space for your ideas, creativity, and personal contribution
• A dynamic and growing work environment where no two days are the same
• The opportunity to work in a beautiful hotel setting in Würzburg
• A supportive culture where colleagues often become true friends
• Diverse tasks and the chance to get involved in wider projects
• The opportunity to work with a passionate and innovative team in a leading hospitality company

• Previous experience in groups, meetings, or event planning within hospitality

• Excellent organizational skills and the ability to manage multiple priorities at the same time

• A genuine passion for hospitality and creating memorable guest experiences

• Strong communication skills in English and German; additional languages are an advantage

• A professional, friendly, and customer-focused attitude

• Strong attention to detail and a proactive, solution-oriented mindset

• The ability to work well under pressure and respond positively to changing priorities

• Good knowledge of event logistics, including room setups, catering coordination, and AV requirements

• Experience working with PMS, CRM systems, or event planning tools

• Strong relationship-building skills with both clients and internal stakeholders

• Understanding of health, safety, and service standards related to events

INTERESTED?

Apply through this vacancy and we will get in touch with you as soon as possible. We are looking forward to receiving your application.