Event Sales and Planning Manager

HM Alpha Hotels & Resorts•Nashville, TN

11d

About The Position

The Event Sales and Planning Manager will drive the generation of top-line catering revenue for the hotel by fully capitalizing on all revenue opportunities, actively upselling additional events and amenities to maximize profitability and contribute to overall revenue growth. HOW YOU’LL SHAPE THE EXPERIENCE & FUTURE Handle and follow up on inquiries for small meetings/events with or without guestrooms. Follow up on leads by qualifying the customer’s needs and dates for the event to determine if the business is a good fit for the property. Negotiate contracts and banquet event orders (BEO). Identify and price customer needs for the event, up selling where possible, and closing the sale with the customer, collecting the customer deposit and signature on the BEO. Communicate group details/changes to all hotel departments, coordinating customer’s needs with other property business and activities to ensure customer’s expectations are met and the property operates efficiently. Present potential business at Driver Meetings to determine best mix of customers for hotel to attain budgeted revenues. Conduct meetings with client and hotel staff to ensure each event meets client’s expectations. Finalize and detail catering plans for groups contracted by assigned sales manager. Completely orchestrates these functions on-site or off-site. Empowered to do whatever it takes to solve problems. Prospect for new catering business using a wide variety of methods including phone calls, outside sales calls, trade shows, attending community functions, blitzes, internet prospecting, supplier partnerships, etc. Monitor blocked space to ensure group is meeting their contractual obligations. Initiate release of blocked space on cut-off date to allow sale of these rooms to other customers. Maintain account files in software system, ensuring accurate communication between client and hotel staff. Act as onsite contact for all assigned groups, as well as working with the customer to produce BEO’s and Convention Resumes. Ensures that all special arrangements - Food and Beverage, Audio Visual, and other request are properly documented on BEO’s and signed by authorized representative. Ensures timely distribution of all BEO’s and Resumes to the appropriate departments and follows up on any questions. Maintains detailed files, notes, records, and trace systems to ensure event meets with customer expectations. Verifies space requirements and meeting room set-up with the client, and ensures that public space needed is properly maintained and in good condition. Confirms revisions in agendas, room blocks, etc. and notifies corresponding departments in a timely manner. Finalizes the program/agenda with client and checks all scheduled functions one hour prior to start time. Planning for small group sales bookings. Reviews event sheets and works with appropriate departments to ensure quality and satisfaction. Maintains positive guest and employee relations through prompt, precise, and courteous communication. Other duties as assigned.

Requirements

Exhibit computer skills to include word processing, spreadsheet, and familiarity with brand specific property Management System(s).
Use knowledge of Word, Excel, Internet, Delphi and Meeting Matrix or a similar system.
Exercise excellent communication, presentation, organization, time management, listening, and math skills.
Use analytical skills for measuring business potential and value to the hotel.
Maintain contact and event information and follow procedures for submitting sales contracts
Read and interpret documents and to write routine reports and correspondence
Minimum 2 years catering sales, or 2 years in hotel Catering/Convention Services, Banquet, Hotel Sales or Culinary Arts; OR, an equivalent combination of education and experience.
Successful completion of a background check is required prior to employment.

Responsibilities

Handle and follow up on inquiries for small meetings/events with or without guestrooms.
Follow up on leads by qualifying the customer’s needs and dates for the event to determine if the business is a good fit for the property.
Negotiate contracts and banquet event orders (BEO).
Identify and price customer needs for the event, up selling where possible, and closing the sale with the customer, collecting the customer deposit and signature on the BEO.
Communicate group details/changes to all hotel departments, coordinating customer’s needs with other property business and activities to ensure customer’s expectations are met and the property operates efficiently.
Present potential business at Driver Meetings to determine best mix of customers for hotel to attain budgeted revenues.
Conduct meetings with client and hotel staff to ensure each event meets client’s expectations.
Finalize and detail catering plans for groups contracted by assigned sales manager.
Completely orchestrates these functions on-site or off-site.
Empowered to do whatever it takes to solve problems.
Prospect for new catering business using a wide variety of methods including phone calls, outside sales calls, trade shows, attending community functions, blitzes, internet prospecting, supplier partnerships, etc.
Monitor blocked space to ensure group is meeting their contractual obligations.
Initiate release of blocked space on cut-off date to allow sale of these rooms to other customers.
Maintain account files in software system, ensuring accurate communication between client and hotel staff.
Act as onsite contact for all assigned groups, as well as working with the customer to produce BEO’s and Convention Resumes.
Ensures that all special arrangements - Food and Beverage, Audio Visual, and other request are properly documented on BEO’s and signed by authorized representative.
Ensures timely distribution of all BEO’s and Resumes to the appropriate departments and follows up on any questions.
Maintains detailed files, notes, records, and trace systems to ensure event meets with customer expectations.
Verifies space requirements and meeting room set-up with the client, and ensures that public space needed is properly maintained and in good condition.
Confirms revisions in agendas, room blocks, etc. and notifies corresponding departments in a timely manner.
Finalizes the program/agenda with client and checks all scheduled functions one hour prior to start time.
Planning for small group sales bookings.
Reviews event sheets and works with appropriate departments to ensure quality and satisfaction.
Maintains positive guest and employee relations through prompt, precise, and courteous communication.
Other duties as assigned.