Event Planning Manager

POSITION SUMMARY

The Event Planning Manager's primary focus is servicing Sales Bookings and provide a successful and positive experience for the Groups customers. The Event Planning Manager will act as the liason between Meeting Planners and Hotel. Responsibillities include : reviewing and understanding the Sales agreement, detailing all Food, Beverage and AV needs, managing room blocks and pickup, billing instructions and final review, and timely communication with the customer and Hotel. The Event Planning Manager is the on-site contract and is responsible for the smooth execution of all events. The Event Planning Manager will work in conjunction with the Director of Event Planning and Banquets to achieve the hotel's revenue, meeting planner satisfaction scores, and food and beverage revenue goals.

SUPERVISORY RESPONSIBILITIES

The Event Planning Manager will not have supervisory responsibilities at this time.

ROLE RESPONSIBILITIES

Maintain strong client relationships and ensure that Event specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees, consistent with hotel and Hyatt standards.

Creation and oversight of Event Orders, Resumes, Invoices, Event Diagrams, Fire marshal approvals, and other required documents for all events.

Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments if necessary in partnership with Sales, Revenue, and Group Reservations.

Review sales contracts as well as other important information, ie : room block cut off, special concessions, certificates of insurance, etc and validate with client once the file is turned over from Sales

Accurately forecast group rooms and group food and beverage revenues for assigned group business

Implements and shares all information and / or resumes related to group business booked by Sales Managers to meet the needs of the client

Arranges and disseminates all details for the group client on the Event Orders and Daily Detail Reports from Envision, including meeting set-up, food and beverage, guest room requirements, audio / visual, billing, outside activities, VIPs, special requests, and any other needs requested by the client or hotel.

Coordinates through proper hotel departments all arrangements needed by client via system reports and property policies and procedures / SOPs.

Lead and participate in Pre / Post convention meeting

Participate in site visits and coordinate and lead pre-planning meetings for upcoming group business

Provides feedback to all departments on client assessment of hotel performance

Ability to perform month-end commentary and complete month-end reports as required

Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner

Ensure changes are communicated timely to impacted departments / operations leaders

Attend daily / weekly / monthly meetings and any other functions required by management

Perform other duties as requested by Hotel Leadership

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of Delphi or the Envision Sales & Catering system

Basic understanding of audio-visual equipment, preferred

Demonstrate creativity and knowledge of food and beverage / events

Must possess highly developed verbal & written communication skills to frequently negotiate, convince, sell and influence other managerial personnel, hotel guest(s) and / or group clients

Shows analytical skills and strategic vision

Must be proficient in general computer knowledge especially Microsoft Office products

Must be able to work independently and simultaneously manage multiple tasks

Strong organization and presentation skills

Demonstrated ability to effectively interact and manage people of diverse socioeconomic, cultural, disability and ethnic backgrounds while solving complex problems and creating a productive services team

Must work well in stressful, high pressure situations; maintain composure and objectivity under pressure

EDUCATION AND / OR EXPERIENCE

Bachelor's Degree in Hotel or Business Administration preferred

Two (2) plus years experience in Hotel Catering and / or Convention Services at a convention focused, resort property or related experience in the hospitality industry

PHYSICAL REQUIREMENTS

Must be able to work a flexible schedule to include evenings, weekends, and holidays as necessary for the success of the hotel

Must be able to work under time constraints and within established deadlines

Dreamscape is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Dreamscape makes hiring decisions based solely on qualifications, merit, and business needs at the time.