Events Manager

POSITION PURPOSE: The Event Manager's responsibility is to prepare all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high level service throughout the pre-event, event and post-event phases of property events. This position primarily handles complex events. Ensures a seamless turnover from sales to service back to sales and recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. Supports and acts on behalf of the Director of Event Management or Director of Event Planning and Operations in his/her absence. Serves as the event planner's primary contact (following turnover) on property and is responsible for his/her experience.

ESSENTIAL FUNCTIONS :( include the following. Other duties may be assigned.)

• Continually update and detail already definite bookings and existing accounts within allotted time period of (4 weeks) for distribution to all appropriate departments.

• Address all inquiries and handle accordingly in a timely manner (24 hour period).

• Negotiate and capture all feasible inquiry business.

• Make accurate and solid decisions on which inquires to book and which to turn down. Negotiate special menus and/or meeting room rental charges effectively and in the best interest of the hotel.

• Professionally greet and handle all "walk-in" business.

• Secure rooming lists, direct bill applications, tax exempt forms, VIP names, VIP amenities and complimentary rooms in a timely manner for all incoming groups.

• Effectively complete all pre-convention documents for processing and distribution to all appropriate departments.

• Upsell specialty menus for parties, special events and theme breaks.

• Meet daily with Chef and/or Food and Beverage Director to secure specialty menus, pricing, odd requests and dietary restrictions.

• Conduct weekly Food and Beverage meeting and review all BEO information with Chef, F&B Director, Assistant F&B Director, Banquet Manager/Captain, Set up staff, Bar Manager, General Manager and Director of Sales and Marketing.

• Follow-up on any and all leads from either Sales Managers or Director of Sales and Marketing In a timely manner.

• Efficiently adjust any bill discrepancies as deemed necessary.

• Make outside calls to detail or close business when necessary. This will provide a "personal

touch" with new clients and make existing clients feel more valuable.

• Initiate and conduct all pre-convention meetings for groups of appropriate size or importance. Meet whenever necessary or requested, with clients to solidify details of upcoming meetings.

• Continually and with the highest degree of ongoing interest monitor in-house groups.

• Maintain at least two times daily contact and "trouble shoot" if necessary to ensure client satisfaction.

• Educate Meeting Planners on hotel procedures (re: meal guarantees, set-ups, check-in/check-out procedures, rooming lists needs, etc.).

• Efficiently organize and execute hotel and/or corporate related functions to a successful conclusion. Leads pre-event and post-event meetings for assigned groups.

• Cultivate and maintain an ongoing rapport with equipment distributors, exposition companies, food purveyors and special events companies.

• Continually strive to facilitate effective communication lines with all departments for the good of the hotel and the good of the groups meeting here.

• Make changes and revisions with client up until and including the day of arrival/change BEO book to reflect these changes with efficiency.

• Contribute and work as a "team" player in all facets of this position.

• Perform other services and duties as requested by the General Manager.

• Each associate is expected to carry out, within their capabilities, all reasonable requests by management.

• This position primarily handles complex events.

• Identifies operational challenges associated with his/her group and works with the property staff and customer to solve these challenges and/or develop alternative solutions.

• Manages customer budgets to maximize revenue and meet customer needs.

• Adheres to all standards, policies, and procedures.

• Celebrates successes and publicly recognizes the contributions of team members, up-sells products and services throughout the event process.

• Participates in customer site inspections and assists with the sales process when necessary. Conduct site inspections in an efficient and professional manner.

• Acts as liaison between field sales person and customer throughout the event process (pre-event, event, post-event).

• Manages revenue and profitability associated with events.

• Forecasts group sleeping rooms and event revenue (catering and audio-visual) for his/her groups.

• Reviews billing and payments with clients.

• Each associate is expected to carry out, within their capabilities, all reasonable requests by management.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and

geometry.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

QUALIFICATION STANDARDS:

Education:

One year certificate from college or technical school; or equivalent combination of education and experience.

Experience:

Three to six months related experience and/or training.
Why Our Associates Love HVMG

• Career growth opportunities across our nationwide portfolio
• Flexible scheduling
• Access up to 40% of your earned wages before payday with PayActive
• Paid Time Off (PTO) and Paid Holidays
• Full healthcare benefits: medical, dental, and vision
• 401(k) with guaranteed 4% match and no vesting period
• Exclusive hotel and food & beverage discounts

About HVMG

Our Be Excellent culture is more than just words on a website -- we live and breathe it. As one associate said in an anonymous survey, "This is the best management company I've ever worked for. They walk the talk from the corporate office to the field."

We believe that the hotel business is one of the few industries in which successful career paths can start anywhere on the org chart. You control your destiny , and, if our executives are any indication, today's dishwasher can be tomorrow's Senior Vice President.

The above job description is not an exhaustive list of all the duties and responsibilities of the position, nor should it be construed as a contract.

HVMG is an equal opportunity employer. We will not discriminate against employees or applicants for employment on any basis prohibited by federal, state, or local laws. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, and access to benefits and training.