Events Manager – Crowne Plaza Hotel

TITLE:                                     Events Manager

HOURS:                                  Flexible (must be available to work weekends and holidays)

REPORTING TO:                   Director of Catering

SUMMARY:

The Events Manager plays a crucial role in ensuring the success of events by serving as the main point of contact between clients and the hotel. They coordinate with various departments to clarify their responsibilities and ensure seamless execution. Additionally, they uphold contracts and terms with clients, focusing on profitability while maintaining high service standards. Their ability to manage communication and logistics is essential for delivering a memorable experience for clients and guests alike

DUTIES:

1.       Introduction Emails and Calls to all upcoming clients.

a.       Offering clear communication of timelines and requirements

2.       Meet with clients to understand their event needs, budget, and requirements.

a.       Conducting fully prepared site tours of the hotel.

                                                               i.      IE: Inspect event space prior to (Doors unlocked, lights on, clean and presentable)

3.       Respond to clients’ emails and phone calls in a timely manner.

a.       Use clear out-of-office email and voicemail messages to ensure all clients know when you will be available in the office.

4.       Prepare detailed and customized banquet event orders and floor plans. Ensuring every client understands pricing and the listed event logistics.

a.       Ensuring each event order, floor plan, and invoice are reviewed and approved by the client.

5.       Work closely with Group Team and Catering Team to ensure all contractual terms/minimums agreed upon are carried out and to maximize function space for the highest profitability for the Hotel

6.       Ensure all billing terms outlined in the contract are upheld and clearly communicated with the client to secure payment by the agreed-upon date.

7.       Check-in with client start of event, middle and end.

a.       Introducing Banquet Captain to client.

b.       If approved day off, ensured that the Sales Manager or Secondary Event Manager will be providing these services on your behalf.

8.       Review banquet checks for previous days' events; ensure accuracy of charges and present for signature.

a.       Resolve discrepancies

9.       Attending Catering Meeting Daily

a.       Have all update-to-date information in file with file on hand to ensure all departments have accurate information based on clients’ requests.

b.       If approved day off, ensured that the Secondary Event Manager has your files with all accurate information.

10.    Work closely with all Hotel Departments to ensure cohesive service is delivered.

11.    Create accurate Resume for all large groups, and clients with special requests.

12.    Conduct Pre-Cons and Post-Cons with clients and hotel departments.

13.    Maintaining a high understanding of time management.

14.    Balancing multiple clients simultaneously.

15.    Maintain accurate records of sales activities, client interactions, and revenue metrics.

16.    A professional appearance and demeanor.

17.    Perform other duties as assigned.

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PHYSICAL DEMANDS:

Walking and standing for extended periods while conducting site visits, including navigating different event spaces. Driving to visit clients at their places of business. Spending time at a desk for administrative tasks, requiring sitting for prolonged periods

STANDARD OF PERFORMANCE:

1.       To demonstrate excellent customer service.

2.       Maintain a high level of client satisfaction, aiming for positive feedback and referrals.

3.       Conduct timely follow-ups with clients.

4.       Successfully increase revenue on contracted events with upselling

5.       Ensure all event orders and floor plans are detailed, accurate, and tailored to client needs, with no significant errors.

6.       Maintain organized and up-to-date records of client interactions.

7.       Demonstrate strong problem-solving abilities when addressing client concerns or logistical challenges.

8.       Work effectively with all departments, ensuring seamless communication and execution of client events.

9.       Uphold the brand’s values and image during all client interactions and events.