Event Services Manager

Job Description

Events Services Manager

Job Description:

The Events Services Manager works with the Group Sales Manager, any third party, or end users to arrange conference accommodations, billing setup, food and beverage menus, and any meeting room setup needs and effectively communicates this information throughout the hotel using Group Resumes and Banquet Event Orders (BEOs).

Job Responsibilities:

• Make all rooms, events, and activities arrangements to meet guest’s satisfaction.
• Ensure the highest levels of service through timely distribution of all necessary documents to the client and internal departments.
• Conduct weekly Group Resume and BEO review for upcoming groups and group events.
• Assist in supervising the banquet operation to ensure the highest standards of service, comparing BEO items against actual sets and service.
• Ensure that all guest room blocks, meeting room blocks, billing procedures, trace dates, and any other necessary arrangements are transmitted correctly in the system prior to arrival. Work with Sales Manager, Group Rooms Coordinator (as applicable), Finance, and other team members to ensure accurate data reporting internally and to the client.
• Maintain constant contact with the client to establish a rapport, ensuring that the client is familiar with hotel facilities, policies, contract details with trace dates, load-in procedures, pre- and post-event procedures.
• Review meeting requirements and space as per contract. Recommend alternatives based on changing requirements and/or guest count.
• Recommend food and beverages based on group and attendees’ culinary likes and requirements and strategically upsell menu items to grow incremental revenue.
• Ensure that all deposit information is strictly enforced and all billing procedures are established in the system by working directly with the Finance Department.
• Review all rooming lists given by the clients recognizing all VIPs, upgrades, and specific room requirements. Double check accuracy with Group Rooms Coordinator day before and day of arrival.
• Provide the client with an up-to-date rooming list with confirmation numbers – communicate pick up compared to contract.
• Report early arrivals, no-shows, and early departures to the client. Instruct Front Desk how to process each. Follow up.
• Work directly with each department internally to accomplish every group goal throughout the entire hotel.
• Complete group resumes on each group at least 7 days in advance of arrival, detailing all arrangements. Distribute to all corresponding departments.
• Inspect VIP guest rooms.
• Work directly with Front Office and In Room Dining regarding specific room block requests and amenity deliveries.
• Review master bills with the on-site contact on a daily basis during their visit (as needed).
• Review final bill following client’s departure. Approve for submission to client once all is in order. Send to client. Follow up on any balance due (along with Sales Manager).
• Follow up with clients after departure to ensure they are aware of their valued business to the hotel and establish a relationship for future services when needed.
• Ensure fixed charges and billing are set up.
• Run cut-off report weekly; report 3 weeks prior to events.
• Assign PM #s.
• Conduct site visit for GSM as needed.
• Send VIP alerts.
• Group web links.
• Greet client upon arrival, final review of BEO with client while on-site.
• Reader board signs.
• Open table reservation for LPDs in Vortex with notes.