POSITION: Catering & Hospitality Manager

REPORTS TO: Senior Director of Programming & Production

SUPERVISORY RESPONSIBILITIES: Variable, part-time

FLSA Status: Exempt; Full-Time

DEPARTMENT: Event Services

LOCATION: On-site, Knoxville, TN

JOB SUMMARY:

Reporting to the Sr. Director of Programming & Production and working in tandem with Touring and Non-Touring Event Managers, the Catering & Hospitality Manager is responsible for overseeing all food, catering, and hospitality operations for the Historic Tennessee Theatre Foundation (HTTF), a nonprofit organization operating the Tennessee Theatre and the adjoining facility at 612 S. Gay Street. This includes food offerings for public events, catering for private rentals and Theatre functions, premium lounge and add-on hospitality experiences, and artist and crew hospitality required by touring contract riders. The individual in this role must be a highly detail-oriented, organized, and technologically adept self-starter with a genuine passion for hospitality.

The Catering & Hospitality Manager plays a pivotal role in creating warm, memorable experiences for audience members, donors, private clients, artists, and crews. Because the Theatre does not operate a full commercial kitchen, this position is responsible for sourcing, selecting, and managing a network of external caterers and food vendors, and for overseeing the delivery, setup, presentation, service, and breakdown of all catering and food-related hospitality at Theatre events.

This position independently manages the food and hospitality program, exercises authority over any hospitality staffing, and makes operational and financial decisions necessary to meet service, cost, and food safety objectives. The role works closely with Event Services, Audience Services, Development, Facilities, and the Theatre’s bar and beverage team.

This position does not oversee bar operations or alcoholic beverage service, which are managed separately. This position is full-time and exempt.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Artist & Crew Hospitality
• In collaboration with Touring Event Managers, review touring contract riders and advance all artist and crew hospitality requirements, including meals, dressing room and green room hospitality, dietary restrictions, and allergies.
• Book and oversee external caterers well-versed in the specifics of touring-show catering, ensuring adequate room prep, prompt arrival and setup, seamless service of one to three full meals serving 10 – 30 on show day, and strike and clean-up by the caterer. (35 – 40 times per year)
• Coordinate external catering for crew and stagehand meals and snacks (serving 50 – 100) during daytime call breaks or late-night/overnight load-out periods, as required by union rules. (4 – 6 times per year)
• Prepare meal buyouts, deliveries, bus stock, snack trays, and dressing room setups in advance for a smooth day-of hand-off to the Event Services team.
• Track hospitality costs against rider allowances and buyouts and provide accurate figures and documentation for show settlement.

Private Events & Catering

• Collaborating with Event Managers and clients (internal or external), serve as the Theatre’s catering lead for private rentals, donor and patron events, education and community programs, and internal functions in the Theatre and 612 building, including pre- and post-show receptions, stand-alone receptions, buffet or plated meals, board lunches, and staff meetings. (25 – 40 times per year)
• Consult with rental clients and internal partners on menus, service style, guest counts, dietary needs, and budgets; prepare catering line items for client estimates
• Develop and maintain a preferred caterer list and venue catering policies, including approval of outside caterers, insurance and health permit requirements, load-in procedures, and clean-up standards.
• Select, oversee, and evaluate external caterers, ensuring a high level of quality, presentation, and compliance with all health and safety regulations.
• Plan room layouts, buffet and station design, rentals (linens, tableware, chafing equipment), and service timelines in partnership with Event & Facility Departments
• Utilize a work-order system and/or the Theatre calendar to centralize and share catering details with other departments.

Public Event Food & Premium Hospitality

• Design and manage the food program for premium hospitality offerings, such as the private donor lounge, VIP and early-access add-on experiences, and intermission lounges, ensuring alignment with available space, equipment, and budget.
• Source prepared food from caterers, restaurants, and specialty vendors, and oversee delivery, holding, replenishment, and presentation throughout each event.
• Assist in developing new revenue-generating opportunities for the Theatre, such as add-on ticket packages, special events, and other premium hospitality experiences, including concept, menu planning, pricing, and cost modeling.

Operational & Financial Management

• Make independent decisions regarding caterer and vendor selection, purchasing, food inventory, and cost-control strategies.
• Develop and manage an inventory system for food items, disposables, smallwares, serviceware, and hospitality supplies, keeping all items organized, fresh, and secure within limited storage.
• Build strong relationships with local caterers, restaurants, food distributors, and rental companies, keeping offerings high-value and current with industry trends and the Knoxville culinary community.
• Support the food and hospitality portion of the Theatre’s annual budget, monitoring expenses and maximizing revenue and margins on catering and premium hospitality.
• Process caterer and vendor payments, and reconcile food, catering, and hospitality costs for each event and for settlement.
• Ensure all food-related permits, health inspections, and certifications remain current, compliant, and properly displayed, and obtain temporary or special event food permits as needed.
• Maintain food safety standards across all events, including safe holding temperatures, allergen labeling, and sanitation.
• Monitor the condition of food-related equipment, such as refrigerators, warming and holding equipment, dishwashers, sinks, and service areas. Coordinate with the Facilities department on maintenance, repair, and replacement.

Staff Supervision & Guest Experience

• Recruit, train, schedule, and supervise part-time hospitality staff, including servers, hospitality attendants, and runners, as well as any lead hospitality staff who serve as on-site leaders during events.
• This role has authority to recommend hiring, discipline, scheduling changes, and advancement of hospitality staff, and these recommendations are given particular weight.
• Communicate and enforce venue policies for external caterers and food vendors.
• Ensure outstanding hospitality at every interaction with patrons, clients, artists, and crews.
• Address guest, client, vendor, and partner inquiries and complaints promptly and professionally.
• Complete all payroll documentation by deadlines set by the payment processing system and HR Director.

EDUCATION AND EXPERIENCE:

• Bachelor’s or Associate’s degree in Hospitality Management, Culinary Arts, Food Business Management, or a related field (preferred).
• Minimum of 5 years of experience in catering, banquet, or food service operations, preferably in a high-volume, fast-paced setting such as a full-service hotel, catering company, convention center, or performing arts or entertainment venue.
• Experience with touring artist hospitality and rider fulfillment preferred.
• Minimum 3 years of experience supervising hospitality staff, maintaining exceptional customer service and fostering a low-turnover workforce.
• Minimum 3 years of direct experience in catering, event, or restaurant management, including budgeting, cost control, inventory, vendor management, and detailed reporting.
• Valid Certified Food Protection Manager (CFPM) certification or ServSafe Manager certification, or ability to obtain within 60 days of hire. Allergen awareness training a plus.

KNOWLEDGE, SKILLS, & ABILITIES:

• Decision Making: Ability to independently make decisions that directly impact operations, financial outcomes, and guest experience.
• Menu Planning & Development: Design menus that suit event themes, audience preferences, dietary needs, seasonal trends, and budgets.
• Catering & Event Execution: Plan and run catered events from first client conversation through service and clean-up, with strong attention to presentation and timing.
• Artist Hospitality: Understand touring riders and the expectations of artists, tour managers, and crews.
• Vendor Management: Select, negotiate with, and hold external caterers and food vendors to clear standards.
• Inventory & Cost Control: Manage food and supply levels, pricing, and margins to minimize waste and maximize efficiency.
• Food Safety & Compliance: Ensure safe food handling, allergen management, sanitation, and regulatory compliance through regular inspection and staff training.
• Staff Management & Training: Recruit, train, and supervise hospitality staff to maintain high-quality service.
• Guest Service: Address guest and client concerns, resolve complaints, and continuously improve offerings based on feedback.
• Computer Skills: Exceptional computer literacy and proficiency in Microsoft Office applications, event management and work-order systems, and POS reporting.
• Teamwork: Strong commitment to teamwork, consistently building and supporting the team’s success and positive communication.
• Stress Management: Ability to work under pressure in a fast-paced environment using creative problem solving and adaptability.

COMPETENCIES:

• Leadership & Program Oversight: Demonstrates full responsibility for the performance, staffing, and fiscal outcomes of the food, catering, and hospitality program.
• Decision Making & Judgment: Makes timely, informed decisions that consider the facts, goals, constraints, and risks.
• Hospitality Mindset: Anticipates the needs of guests, clients, and artists and creates a welcoming experience at every touchpoint.
• Business Alignment: Aligns program priorities and performance with the rest of the organization.
• Fiscal Accountability: Follows fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions.
• Planning & Organizing: Coordinates ideas and resources to achieve goals.

PHYSICAL REQUIREMENTS:

• Must have sufficient mobility to perform assigned tasks including constant and repetitive reaching, bending, stooping, wiping, pushing, and pulling for extended periods of time.
• Ability to stand and walk for extended periods, including on stairs between multiple floors and buildings.
• Capability to lift, carry, and move heavy items such as food deliveries, chafing equipment, and tables, potentially weighing up to 50 pounds.
• Ability to safely handle hot food and equipment and work around refrigerated storage.
• Ability to clearly communicate verbally, in writing, in person, and over the phone.
• Ability to hear clearly in different environments, including in person, by phone, and over other sounds to understand and distinguish speech and/or other sounds.
• Clarity of vision at approximately 20 inches or less, including use of computers.
• Ability to enter text or data into a computer or other machine by means of a traditional keyboard.
• Ability to work extended hours, nights, weekends, and holidays.

ABOUT THE TENNESSEE THEATRE

The Tennessee Theatre is an ornate, 1600-seat historic movie palace fully renovated into a multi-purpose performing arts venue. With over 220 booked days, it hosts more than 175 events annually, ranging from touring concerts, comedy, and Broadway; resident symphony, opera, and jazz performances; classic movies; children and family events; patron events; and private rental events. It is a treasured architectural landmark, a cultural cornerstone of the region, and an entertainment destination beloved by generations of audiences. The HTTF mission is to preserve, maintain, and operate the Official State Theatre of Tennessee as an arts and entertainment cornerstone for the cultural enrichment and enjoyment of all.

The Theatre has recently acquired and renovated a neighboring building (24,000 sf spread over seven levels) that is physically connected to the Theatre building and used primarily to enhance and expand Theatre programming (pre- and post-show receptions, private intermission lounges, rehearsal and educational spaces, and more) as well as additional private rental use.

The Historic Tennessee Theatre Foundation is committed to creating a welcoming and inclusive environment for all individuals. We celebrate diversity and are dedicated to fostering an atmosphere free from discrimination. We believe this enriches our organization and enhances our ability to fulfill our mission. Discrimination in any form is not tolerated, and we encourage all qualified individuals to apply for opportunities with us.

DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. This job description does not in any way constitute a contract or guarantee of employment.

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