Mgr Conference and Events

Duties and Responsibilities

• FINANCIAL RETURNS:
  • Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.
    • Confirm in writing to the client and all affected hotel departments all group requirements via catering contract terms, addendums, confirmation of pricing, group resumes, and/or banquet event order.
      • Work with catering staff to service and solicit new business.
        • Aid in the preparation of the departmental budget and implementation of the hotel’s catering and conference strategy.
          • Assist in the development and implementation of sales action plans as assigned.
            • Participate in the annual budgeting and planning process.
• PEOPLE:
  • Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients.
    • Promote teamwork and quality service through daily communication and coordination with other departments.
      • Key departmental contacts include all hotel departments.
        • Interact with outside contacts: Guests – to ensure their total satisfaction.
          • Meeting planners, wholesalers, corporate accounts, travel agencies, ad agencies, etc. – to ensure repeat business, follow up on events, and generate new business.
            • Other contacts as needed (Professional organizations, community groups).
              • As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc.
                • Welcome group contact upon arrival at function and ensure guest satisfaction.
                  • Follow up with clients regularly during and after departure to ensure satisfaction and secure future bookings.
                    • Monitor and ensure all functions are set up, refreshed, and broken down in compliance with scheduled times and departmental procedures.
                      • Work in a timely manner to execute and distribute all Banquet Event Orders (BEO) and contracts as designated by sales.
                        • Facilitate tastings, along with conduct hotel and banquet facility tours and entertain qualified clients in accordance with company and property policies.
                          • Maintain client files and update information daily in accordance with established departmental policies and procedures.
                            • Review daily postings of charges to master accounts of clients and resolve any discrepancies, or process necessary adjustments.
                              • Review final bill prior to presenting to client.
                                • Complete post-conference reports of events for senior management, and complete other reports as needed or requested.
                                  • Report and communicate Meeting event needs between the client and hotel.
                                    • Prepare and distribute amenity request forms for specified clients.
                                      • Obtain designated approvals and follow-up on delivery.
                                        • Check function room set-ups prior to guest arrival, ensuring all details are in agreement with client’s requirements and hotel standards.
                                          • Ensure deficiencies are corrected by appropriate personnel.
                                            • May perform other duties as assigned.