CONFERENCE & EVENT MANAGER

SCOPE OF WORK

• Coordinates all requirements for conferences, groups and events booked by the Sales and Marketing Department including conventions, meetings, incentives, and banquets, from initial contact to completion.
• Ensures successful execution of group and client satisfaction and acts as the central point of contact between the client and the operations team.
• Assist in developing business plans to ensure all assigned KPIs are implemented & achieved within area of responsibility.
• Take part as one team to ensure commercial results are monitored and sales goals (both personal and team) are achieved.
• Pro-actively selling all Resort’s products & service as in: guest rooms, meeting rooms, F&B outlets and all recreational facilities when applicable.
• Solicit maximum business from market segments as assigned by Director of MICE Sales & Events / Complex Head of Sales when required

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

1. Event Management

• Manage and coordinate all conventions, meetings, incentives, weddings, and events.
• Organize MICE bookings from the date of booking to departure, including meeting requirements, guest room requirements, guest room pickup, food & beverage, and audio-visual needs.
• Create floor plans for each event to ensure banquets and clients agree prior to setup.
• Conduct pre-conference meetings with clients and pertinent departments to confirm all relevant details.
• Conduct and/or attend daily meetings to review event contracts and ensure last-minute changes are communicated with appropriate departments.
• Champion the Delphi FDC implementation.
• Promote all meeting venues and F&B outlets to maximize events business.
• Conduct intensive resort site inspections and join any hosted function as directed by management.

2. Client Relations

• Maintain contact with the client throughout the event in conjunction with the Banquet Manager/Captain.
• Establish and maintain rapport with clients before, during, and after the conference, encouraging repeat business.
• Proactively gain client feedback for satisfaction improvements through guest satisfaction research/records.
• Follow up on business under negotiation as well as handling confirmed business.
• Develop and maintain contact with business generators, meeting and convention planners, visitors/convention bureaus, travel agents, tour operators, airlines, corporate accounts, government departments, and other producers closely allied to hotel business.
• Build profile within the local marketplace through attendance at various events and local marketplace activities.

3. Communication and Coordination

• Provide concise information in a timely manner to operational departments as required.
• Participate in and conduct weekly catering meetings to discuss forthcoming events with F&B, Banquets, and Kitchen departments.
• Prepare proposals and contract letters to customers efficiently and timely.
• Ensure accurate recording of covers and revenue data in the sales and catering system.
• Maintain a filing and tracing system for the Catering & Conventions Department.

4. Financial Management

• Develop opportunities for incremental revenue to increase profitability by upselling food, beverage, and spa services.
• Take responsibility for monitoring and ensuring that event revenue targets are achieved.
• Initiate billing procedures, ensuring deposits and/or credit applications are received with adequate information and within an acceptable time frame.
• Monitor group billing accounts for accuracy and coordinate with the Credit Manager for delayed payments.

5. Administrative Tasks

• Responsible for maintaining accurate written records for each client and meeting all contractual deadlines as per hotel policy regarding contracts, credit applications, rooming lists, account payments, and post-conference evaluations.
• Assist in overseeing day-to-day events administrative tasks such as keeping organized event records, preparing minutes of all briefings and meetings, collating information for event reports, and related tasks in events administration.

6. Other Duties

• Follow all safety policies.
• Perform other duties as assigned.