Event Planning Manager - Quirk Hotel Richmond

Event Planning Manager:

The Event Planning Manager is responsible for planning, organizing and coordinating both functions and guest rooms for assigned group accounts, in accordance with hotel policies and quality standards, to ensure customer satisfaction, maximize profitability and generate return business. This position allows the Sales Manager and Director of Sales the opportunity to focus time on proactive selling.

Essential Duties & Responsibilities

• Act as liaison between the hotel and group/event planner to ensure a successful event. This includes obtaining rooming lists, establishing billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, and enforcing the contract.
  • Details and up-sells the client at "turnover" of the group/event from the sales person. This will include verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc.
  • Plans group/events food and beverage requirements, including assistance with menu and wine selection, decorations, entertainment and audio visual.
  • Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
  • Completes Group Resume with all details pertinent to the incoming group, reviewed by the DOS then distributed to operations team. Resumes to include details of the group/event agenda, AV requirements, VIP's, billing arrangements and amenity requests.
  • Meets clients upon arrival as needed and conducts pre-conference reviews, overview of events, and guest arrival details.
• Selling
  • Handles event-only bookings of any segment within a 30-day window
  • Proactively targets assigned past clients for repeat business. Participates in sales blitzes and attends industry events.
• Billing
  • Oversees billing details for hotel groups to include processing of deposits, credit card authorizations and direct bill applications in coordination with the finance department.
  • Review all group/event master folios to ensure they are accurate and completed in a timely manner. Close out groups and events with a focus on verifying final group pick-up and event totals are reported properly.
  • Compile any cancellation/attrition charges for groups and events in conjunction with the Director of Sales and Sales Manager.
  • Sends thank you messaging along with events and group's bills for guest feedback and the opportunity to rebook
• Planning and Forecasting
  • Works with the Director of Sales to generate an accurate monthly forecast of group food and beverage revenue associated with all group events. Ensures monthly goals are attained to maximize revenue.

General Responsibilities

• Respond to all guest needs and requests in a timely and professional manner.
• Communicate last minute changes in group functions to hotel staff, and ensures accurate and satisfactory follow up.
• Conduct post conference review with clients including the presentation of banquet checks when applicable.
• Attend daily, weekly and monthly meetings as directed.
• Manage and maintain Tripleseat client information and reports accurately.
• Performs other functions as required and directed.