Event Sales and Business Development Manager

Fairmont Boston Copley Plaza

Event Sales and Business Development Manager

Company Description

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Job Description

The Event Sales and Business Development Manager is responsible for but not limited to -

• Managing a market in Event Sales and for confirming meetings and events to achieve monthly booking goals.
• Following confirming a definite meeting or event, servicing their definite groups, acting as a liaison between the hotel and clients, meeting/event planners and/or organization representatives, managing all logistics for these programs including but not limited to meeting and event logistics, menu planning, and billing arrangements.
• Being present for events to introduce Event Operations Team and support the operation team’s success.
• Actively conduct prospecting efforts to assist in generating new business opportunities for all revenue streams for hotel with a primary focus on the Group market segment as well as Event Sales and Business Travel partnerships.
• Assisting Event Services based on business levels and needs acting as a liaison between the hotel and clients, meeting/event planners and/or organization representatives, managing all logistics for these programs including but not limited to meeting and event logistics, menu planning, and billing arrangements.

The Event Sales and Business Development Manager is responsible for maximizing revenue opportunities (up selling food and beverage, upselling guest room needs, confirming meeting room rental, etc.), anticipating client needs and communicating all necessary and required details to the operations team, ensuring successful meetings/events. Accountabilities also include establishing new accounts, generating revenue and profit, achieving optimum booking pace, maximizing guest service, and re-booking business. Also responsible for conducting prospecting efforts to continue to build pipeline of business opportunities for hotel. Prospecting efforts will primarily be telephone-based with potential for participation in market blitzes or other local trade shows or client networking events.

EVENT SALES

• Responsible for achieving and exceeding monthly, quarterly and yearly personal sales goals and budget by driving the sale of food, beverage and rental revenue via meetings and events.
• Participates in daily lead meetings to maximize revenues and communicate potential new business.
• Accurately forecasts individual booking revenue and cancellations; accurately tracks consumption on all bookings.
• As assigned by deployment, establishes client base of organizations, associations, social and corporate businesses through direct outside and inside sales effort.
• Solicits and maintains ongoing contact with active accounts to promote repeat business; continuous contact with former accounts to uncover the need for additional meetings, events and catering services.
• Responds quickly to guest requests, in a friendly manner. Follows up to ensure guest satisfaction within 24 hours.
• Conducts tours of the hotel event space and guestrooms; entertains as necessary during selling and planning stages, as well as when otherwise appropriate.
• Discusses event/program requirements, calculates costs, negotiates price and prepares sales proposals; suggests menu modifications in response to customer needs, and upsells services and resources to clients whenever possible.
• Prepares contract agreements for any new business or in-conjunction business that may emerge following the original contract phase.
• Adjusts event space to ensure maximum potential revenues.
• Establishes payment methods for all events and master billed guestrooms; ensures all contracted deposits and pre-payments are completed on time.
• Manages assigned confirmed groups and events, as defined by deployment, including but not limited to meetings, social events, weddings and their associated room blocks.
• Contacts clients and confirms program, dates, times, event space requirement, expected attendance and other pertinent details.
• Assists the client in menu planning; coordinates food, beverage, event room set-up and other services as requested by the client; ensures that all requirements are communicated and completed to the clients specifications.
• Promotes catering services, food and beverage and event facilities through direct client contact to maximize profits from food & beverage revenues and meeting room rental.
• Maintains pricing integrity and propose upscale menus for all groups.
• Plans and attends client menu tastings as necessary.
• Knows relevant policies including menus and pricing, food handling, liquor laws, cancellations, service charges, guarantees, payment, shipping and receiving, etc.
• In a timely manner per standards, prepares Event Orders for all events, prepares group resumes and works with all departments of hotel involved in execution of respective events. Coordinates accurate, up to date changes and communicates them effectively.
• Assists clients with guest room reservations, accounting procedures, food and beverage selections, event technology needs, equipment rental, vendor referrals, transportation, recreational activities, and any other assistance needed.
• Finalizes programs – ensure Event Orders are distributed on time and complete all pertinent correspondence with outside vendors. Obtains final client sign-off on Event Orders, Resumes & pre-payment prior to program start date, per policy standards.
• Services In-House Clients – Establishes contact with clients upon arrival, takes care of immediate needs or concerns, reviews course of events, and introduces pertinent staff, (i.e. Event Operations Manager, Front Desk Manager, etc.)
• Present for client events at the hotel to ensure a smooth delivery of planned arrangements
• Manages all logistics for events and effectively acts as the liaison to the various hotel departments to ensure top execution.
• Clearly communicates details of events to client and hotel departments via event orders and internal meetings
• Attends daily EO meetings, Weekly Resume meetings, Group Pick-Up meetings as required
• Participates in monthly Event Sales Team meeting
• Adheres to all Fairmont Opera Sales & Event Sales Standards and procedures including appropriate trainings

BUSINESS DEVELOPMENT

• Conducts prospecting efforts to continue to build a pipeline of business opportunities for the hotel. Prospecting efforts to primarily be telephone based with potential for participation in market blitzes or other local trade shows or client networking events.
• Obtains complete knowledge of competitive set hotels
• Relationship management with outside catering venues to maximize guest room block opportunities and referral potential.
• Organizes monthly team-wide prospecting activities.
• Assists in maintaining an accurate client and account database in Opera Cloud and adherence to all Accor Opera Cloud system standards.

EVENT SERVICES OVERFLOW NEEDS

• Management of assigned confirmed groups including but not limited to meetings, outside wedding room blocks and rooms only blocks
• Conducts Pre and Post Convention meetings as necessary.

MISCELANEOUS ESSENTIAL

• Approaches all encounters with guests and employees in a friendly, service-oriented manner.
• Maintains regular attendance in compliance with Accor and Fairmont Copley Plaza Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintains high standards of personal appearance and grooming, which include adhering to the proper dress code and wearing nametag while working.
• Complies, at all times, with Accor standards and regulations to encourage safe and efficient hotel operations.

Qualifications

• Bachelor’s Degree and two years of event experience are required. Progressive experience in a similar capacity is a definite asset. College course work in a related field is helpful.
• Must possess a working knowledge of personal computers. Understanding of Opera Cloud, Cvent, Cvent Event Diagramming / Social Tables software is helpful. Must be proficient in Microsoft Word, Excel, and PowerPoint. Ability to assemble and understand integrated spreadsheets.
• Ability to work outside of regular office hours and on weekends.
• Long hours may be required.
• Light physical work – exerting up to 20 pounds of force occasionally, and/or 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must be proactive and have good decision-making abilities “on the run.
• Knowledge of food service skills and menu planning ability helpful.
• Strong planning and organizational skills
• Superior people skills
• Self-starter
• Team player