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Responsibilities
- Proactively prospect, solicit, qualify, negotiate and book standalone corporate meetings, receptions, private events, social functions and catering business to achieve assigned revenue and conversion goals.
- Develop local corporate, planner, association, community and referral relationships, managing inquiries, site tours, proposals, contract follow-up and repeat business opportunities.
- Prepare standalone event contracts through the hotel management company’s authorized process, including approved pricing, rental, minimums, deposits, concessions and applicable terms.
- Receive contracted group banquet programs from the hotel Sales team, verifying dates, spaces, attendance, food and beverage minimums, rental, concessions, billing, deposits and client expectations.
- Contact clients within one business day of a complete Sales turnover, establish planning milestones and serve as the primary event-planning contact through formal CSM turnover.
- Lead comprehensive client planning for schedules, menus, buffets, breaks, beverages, dietary needs, guarantees, seating, room layouts, signage, setup/breakdown, accessibility and special requests.
- Create, review and maintain accurate BEOs, room diagrams, event schedules and supporting documentation, clearly specifying quantities, timing, service instructions and financial commitments.
- Coordinate all property-arranged audiovisual, rental, production, décor and other third-party vendors directly on behalf of the client, including quotations, scope, written approvals, scheduling and delivery details.
- Ensure seamless full-service experience for clients, routing vendor agreements to the authorized hotel or restaurant entity and coordinating approved charges through designated master-account or consolidated billing processes.
- Maintain complete and current Delphi records, contracts, BEOs, diagrams, vendor agreements, client approvals, financial notes and correspondence as the shared source of event information.
- Identify upselling opportunities for menus, beverage packages, event space, AV and rentals, tracking contracted minimums, forecasting revenue, approved additions and other applicable charges.
- Coordinate with Hotel Sales, culinary, banquet operations, Engineering, Finance and vendors to resolve planning questions and protect the client experience.
- Complete all event planning and conduct a documented turnover to the restaurant operator’s CSM no later than seven (7) calendar days before the event, providing finalized BEOs, diagrams, vendor specifications, financial details, approvals and any documented pending guarantee deadlines.
- Obtain CSM acknowledgment of the complete turnover and introduce the CSM to the client; after acceptance, the CSM owns all subsequent client changes, BEO revisions, vendor coordination, on-site operations and event execution.
- Refer post-turnover changes requiring new hotel contractual authorization to the appropriate authorized hotel representative without reassuming operational ownership from the CSM.
- Following the event, obtain final reconciled banquet checks from the CSM, review charges against approved documentation, assist with discrepancies and update production and future business records.
- Maintain timely, polished client communication, generally responding within two to three business hours, and provide reliable coverage arrangements during absences.
- Perform other reasonable duties consistent with the role and assigned by the Director of Sales & Marketing.
Requirements
- Three to five years of hotel catering sales, event services or conference services experience preferred, ideally within independent, boutique or luxury lifestyle hospitality.
- Demonstrated success in proactive sales and comprehensive event detailing.
- Strong knowledge of BEOs, floor plans, food and beverage, AV, rentals, vendor coordination and event financial controls.
- Experience with Delphi or similar systems preferred.
- Exceptional written and verbal communication, organization, judgment, attention to detail and ability to collaborate across separately managed operating companies.
- Flexibility for client meetings or turnovers.
Skills
- BEOs
- Floor plans
- Food and beverage
- AV
- Rentals
- Vendor coordination
- Event financial controls
- Delphi or similar systems
- Written communication
- Verbal communication
- Organization
- Judgment
- Attention to detail
- Collaboration
Experience Level
- Three to five years
About the Company
- This description summarizes the primary responsibilities of the position and is not all-inclusive. Duties and responsibilities may evolve according to business needs, applicable law and company policy. Contracting and financial commitments require authorization from the appropriate legal entity.