Aspen Grove Marketing & Events Manager Job Description

Position description: Marketing & Event Manager

** This position is available **

Please study this Job Description. If you think the there is a good fit between the job and you, complete both the

Standard Application and Separate Page of Questions for Marketing and Events Manager

Sundance Trail Guest Ranch has been hosting elopement weddings and very small events for a number of years now, and with our added events center:

  • We will continue to focus on both smaller and “destination” weddings, as well as larger day events during our peak summer season
  • The Aspen Grove is designed to expand our capabilities to groups of 10 to 40 people and may hold as many as 80-100 people.

The Marketing and Events Manager is continually developing and managing this business. As such, this is an opportunity to design and structure many aspects of the business.  This manager needs to be able to

  • use creativity and have a wide variety of skill sets
  • agile self-starter
  • strong communicator
  • a team player and team leader
  • also able to work independently

Key Highlights to this position are:

  • Market the Dude Ranch and The Event venue – through website, social media, and networking with local vendors, businesses, and associations.
  • Develop and Promote events, special weekends or packages. These items can be held jointly between the Aspen Grove venue area and the Sundance Trail Guest Ranch. Aim is to enhance ranch reservations during slower months:
    • Corporate retreats or team building retreats
    • Yoga weekends or Wellness weekends
    • Destination Weddings
  • Event Planning – working with Bride/Groom or their event organizer
    • Determine what they want for their event
    • Create agreeable and Clear price
    • Plan and oversee the event.
  • Communicate and Team with ranch owners for marketing efforts.
  • Team with other ranch personnel to ensure smooth functioning of ranch and events.
  • Office work will be expected and specified hours maintained, those duties will include
    • Answering Phones, emails and sending out brochures or other literature to promote the ranch or events
    • Developing marketing materials as needed
    • Attend/participate in management and marketing meetings
    • Give ranch or event venue tours
    • Will need to track and report your time
  • Networking – going to Fort Collins, or other places for meetings or events where you can meet other people involved in event planning and weddings.  Promoting the ranch and the event venue.
    • Travel expenses with prior approval will be paid

Our “product” is casual, relaxed and low stress. We value

  • integrity,
  • transparency, and
  • honesty.

Like many dude ranchers and other small family businesses, we left wealth in search for quality of lifestyle. We traded high speed internet for horses and good cell phone reception for good neighbors: human, deer, elk, wild turkeys, the occasional moose.

The candidates who will fit this job are those who ride horses, hike, fish, shoot shotguns, rock climb and wash dishes. A rolling, rollicking sense of humor is absolutely necessary!

A part of our interview process will include asking you for your thoughts about how we should structure pay. We want to reward results, possibly with commission and/or sales bonuses, but we want to avoid the hidden fees that exist in the wedding planning industry.


1. All position descriptions on this ranch START with “performs other related duties as assigned.”

2. Wearing the Marketing Manager hat, this person will, with minimal supervision:

  • create and develop a yearly cycling Marketing calendar that is coordinated with those of the Dude Ranch and Wedding/Events associations which we belong to
  • Establish and maintain networking relationships with the marketing staff of those associations, with other wedding planners and other sources of referrals
  • with vendors – flowers, photographers/videographers, related vendors and with the local community
  • Maintain our positive reputation with customers and neighbors
  • Search and develop new methods and media for creating customer awareness of our products and services (those of the guest ranch and the event center)
  • Create or develop new products, services and packages for both businesses

Further develop/maintain Marketing Structures:

  • themes and branding
  • written materials
  • web sites
  • social media
  • manage database of leads, hot leads, and customer
  • develop marketing campaigns & marketing calendar
  • nurturing emails, newsletters, holiday greetings, etc.
  • manages phone calls; answering questions, booking reservations, etc.

Package products & services for various types of weddings and other events,

  • Include packages that enhance: STR lodging, horse and recreation products and services
  • Gift shop
  • Price lists of products, services and packages that are simple, clear and stress free.
  • Structure products and services for planning, for example: brides’ check-off lists, rental price lists, menus, designed to minimize brides’ stress

3. With minimal supervision, wearing the Event Planner hat, this person will plan, market, sell, coordinate and manage weddings, special events and other catastrophes:

  • Create products
  • Identify and define products and services to be sold
  • Manages inventory of backdrops, projectors, computers, and other display materials.
  • Maintains the master schedule of events booked
    • Elopements
    • Destination Weddings
    • “Traditional,” “Casual,” and “BBQ” Weddings
    • Non-wedding events: business & religious retreats, reunions, dances, holiday parties, etc.
    • Food & bar for the above
    • Other rental & sales for the above
  • Wedding Special Event Sales, Planning and Managing
    • Plans, organizes, coordinates, promotes, and manages special events including
      • Assists bride/grooms in the wedding planning process; themes, décor, invitations, hiring vendors.
      • Plans schedules, menus, staffing for day of event and any needed preparation work
      • Plans furniture layout and décor (with the bride/groom or their wedding coordinator)
      • Plans for liquor sales ensuring adequate stock on hand with liquor store purveyor
      • May also assist with honeymoon planning, when staying on for honeymoon on our ranch
      • May mediate event planning disagreements.
      • Attends rehearsals or planning sessions to oversee and manage the logistics on the wedding day,
  • Non-Wedding Special Event Sales, Planning and Managing
    • Plans, organizes, coordinates, promotes, and manages special events including
      • picnics,
      • celebration meals,
      • dances,
      • family reunions,
      • business & religious retreats

4. Maintain basic business structures listed below, including:

  • Reservation calendar which covers Events and Sundance Trail Ranch
  • Project budgets
  • Writes and manages budget, monitoring and controlling expenditure
  • Reviews and analyzes customer satisfaction evaluations

5. Wearing all (or none!) of the above hats:

  • Orient and teach staff responsibilities in set up before, assistance during, and clean-up after events
  • Provide leadership – take charge of calamities & potential calamities as they arise


The ideal candidate will have experience and demonstrated skills as an air traffic controller, hostage negotiator, & rodeo clown, specifically:
1. Superior communication skills and ability to respond to sensitive matters and/or situations with discretion, tact, and confidentiality. Psychotherapy skills helpful, as is having the patience of a saint.
2. Demonstrated ability to interact with people of differing backgrounds, religious faiths and customs.
3. Demonstrated ability to establish and maintain cooperative relationships with those contacted in the course of work; to negotiate pricing and services with honesty and integrity.
4. Demonstrated ability to create a hospitable environment with a polished and welcoming demeanor
5. Team player – must play well with others with a joyful sense of humor.
6. Demonstrated strong planning and organization skills to anticipate project needs, discern work priorities, manage complex projects and meet deadlines with little supervision
7. Willingness to work long hours, late nights, weekends and holidays especially during the summer peak season.
8. Proficient in Google Drive, Word Press, Microsoft word, Power Point, Excel and related software.
9. Possession of a valid driver’s license; willingness to travel throughout the state
10. Ability to lift and carry 80# for 300 feet at 8,000 ft altitude.
11. Having the wisdom from surviving previous catering, event and/or wedding planning, marketing and/or management experiences may be very helpful.
12. Having the ability to post a picture on the website without cutting off peoples’ heads (as I have done) might be nice too. Sigh…

This position requires both our Standard Application  and  a

Separate Page of Questions for Marketing and Events Manager