Event Planning Manager

Job Title: Event Planning Manager

Department: Sales

Reports To: Senior Catering Sales Manager & Director of Sales

Position Info

Event Planning Manager acts a liaison between the customer and hotel salesperson(s) to provide direction and supervision during execution of meeting and banquet functions or event. Will be available to customers during event to solve problems and suggest alternatives. They will directly serve group and catering customers in a proactive manner working with the logistics of group room blocks, food and beverage, public meeting space, and billing processes. Will play an important role in the achievement of re-booking group business for future dates while demonstrating effective upsell skills to obtain maximum profit.

Qualifications:

• 2+ years of hotel sales experience.

• 1 year food and beverage experience.

• Strong understanding of negotiation and interpretation of contracts.

• Developed business communication skills, both written and verbal.

• Understanding/knowledge of Microsoft office.

• Confident and professional appearance.

• Proactive approach, assertive and fast paced, driven to succeed.

• Execute and support Hotel Customer Service Standards and Hotel’s Brand Standards.

• Work well under pressure.

• Time management skills. Being able to work on multiple projects with desired outcome for each.

• Ability to communicate effectively with public and other employees.

• Creativity in designing events.

• Working knowledge of banquet department (sets, AV equipment, scheduling, menu planning).

• Ability to design menus in conjunction with the culinary department to maximize operating profit.

• Experience with Hospitality Sales CRM system, i.e. Delphi.fdc/salesforce is preferred.

Performance Standards:

• CUSTOMER SERVICE: Deliver the best service, quality and value to every customer, every time. Personally demonstrate a commitment to customer service by soliciting and responding promptly to guest needs. Commit to satisfying every guest. Level of service provided to major accounts and groups meet or exceed customer expectations.

• QUALITY: Know the department operating standards and consistently meet those standards; including set up and maintaining an approved filing system and keeping clients information organized. Meet deadlines and respond to file turnovers in a timely manner. Require little to no supervision but be willing to accept feedback when offered. Seek out assignments to improve the Sales and Catering department. Maintain an organized and professional plan for correspondence and follow up; ; Maintain up-to-date traces in Delphi on all assigned files; Maintain accurate Delphi computer information on all new and ongoing accounts; Answer the telephone within 3 rings using proper telephone etiquette.

• MANAGING THE BUSINESS: Understand the hotel’s demand segments and sources of business for each as they affect your market. Work closely with sales department though execution of definite programs; keep the team fully informed of problems or important changes to the program so action can be taken; Conduct site tours of property while informing of all services available on property and in the surrounding area; Effectively communicate event details to the operational staff. Demonstrate effective upsell skills to obtain maximum profits and create a better overall event. Maintain customer relationship from initial turnover from sales through the post event phase to the return to sales for re-solicitation. Acts as the liaison between the field salesperson and customer throughout the event process. Makes presence known to the customer during the entire event process and is available to solve problems and/or suggest alternatives to previous arrangements. Manages group room blocks and meeting space of assigned groups.

Essential Functions:

• Analyze requirement of function, outline available hotel facilities and services offered and quote pricing.

• Confer with guest and hotel department heads to plan function details, such as space requirements, time schedule, food service and decorations.

• Communicate accurately to operations the details needed to satisfy the contract and client needs.

• Prepare for and attend all applicable pre-cons and post-cons.

• Arrange for VIP amenities to be delivered.

• Check on functions regularly as they are being executed for groups.

• Prepare and send advance brochures/menus to prospective customers.

• Prepare and receive cash deposits, billing and payments.

• Work with culinary team and Director of Events in menu planning to maximize revenue based on customer budget.

• Execute guarantee and cut-off policies.

• Create, review and revise rooming lists and VIP lists.

• Prepare letters, BEO’s, thank-you notes, etc.

• Pre-check room setups, prior to arrival of the group.

• Know meeting room set-ups and capabilities.

• Know sleeping room configurations and types.

• Manage the function book and adjust space in order to ensure maximum potential revenue.

• Follow up on all turn-overs within 24 hours via telephone and within 3 days with written correspondence.

• Respond to requests by Meeting Planners immediately.

• Maintain price integrity both in rooms and food and beverage.

• Participate in training, community, industry and professional organizations to maintain high visibility in support of the achievement of sales and revenue goals.

• Complete other duties as assigned by supervisor to include cross training.