Special Events Manager

JOB SUMMARY

Lead and coordinate event installation and dismantling with group representative, show contractor, exhibitors and appropriate operational departments. Serve as the liaison to Exhibit/Show clients, operational departments and property partners and services.

CANDIDATE PROFILE

Education and Experience

• High school diploma or GED; 2 years experience in the event management, food and beverage, sales and marketing, or related professional area.

OR

• Bachelor’s degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major; 2 years experience in event management or related professional area.

CORE WORK ACTIVITIES

Managing Meetings and Special Events Operations

• Lead and coordinate event installation and dismantling including reviewing exhibit orders and floor plans, event orders and coordinating labor activities.

• Obtain the exhibitor list, exhibitor kit and floor plans. Verify appropriate company forms are provided for vendors. Provide contractor with Exhibit Hall guidelines, insurance specifications and indemnification requirements.

• Sell and up-sell additional hotel services to exhibit clients.

• Coordinate and distribute floor plans, exhibitor list, utility orders and event planner to appropriate operational departments. Create delivery list for electrical, telecommunications/network and note any exceptions.

• Provide support to Convention Services Managers, Banquet managers, Event Managers and Conference Coordinators at show site to ensure the smooth execution of the event.

• Coordinate activities between the appointed contractor, show management, exhibitors, labor and show attendees.

• Perform pre-event and post-event walk through with contractors to inspect for damage. Bill responsible parties for damages as required.

• Provide complete cost information to clients and ensure that all exhibit/show costs are paid prior to show close. Process credit cards and initiate audit files. Obtain Exhibit Hall Manager’s approval for AR adjustments, credit memos and refunds as needed.

• Control lighting in exhibit hall for move in, show opening, show closing, move out and conservation mode.

• Verify that the show floor meets Life Safety code standards as set by the local Fire Marshall.

Managing Profitability

• Assist in developing working relationships with outside vendors and establishing prices and service agreements to enhance the event experience and to increase additional revenue opportunities for the property as needed.

• Create opportunities to upsell during event planning.

• Assist in managing department controllable expenses to achieve or exceed budgeted goals.

• Manage merchandise inventory as needed, enhancing merchandise displays to increase sales.

Promoting Exceptional Customer Service

• Create an atmosphere in all event management operations areas that meets or exceeds guest expectations.

• Set a positive example for guest relations.

• Interact with guests to obtain feedback on product quality and service levels.

• Respond to and handle guest problems and complaints.

• Empower employees to provide excellent customer service.

• Verify employees understand expectations and parameters.

• Strive to improve service performance.

• Emphasize guest satisfaction during all departmental meetings and focuses on continuous improvement.

Managing and Conducting Human Resources Activities

• Interview, select and train employees

• Appraise employee’s productivity and efficiency for the purpose of recommending promotions or other changes in status

• Provide for the safety and security of the employees or the property

• Monitor employee attendance and records absences/tardiness.

• Help direct supervisors to achieve their own development goals.

• Conduct annual performance appraisal with direct reports according to Standard Operating Procedures.