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Event Planner

3 months ago

Toronto, Ontario, Canada Scale Hospitality Full time
The Event Planner is responsible for the marketing, selling, and coordination of large parties for our venues.


This position is responsible for developing and implementing an effective sales and marketing strategy that exceeds target sales for restaurant events, off-site catering, and related food and beverage services.

The Event Planner should have a passion for special event management, provide outstanding customer service, be an enthusiastic ambassador for our brands and be able to build relationships with internal and external customers.


KEY RESPONSIBILITIES:


Key responsibilities include but are not limited to account management, public relations, customer relationship management, event planning and coordination, logistics oversight, revenue management, and communication.

Business Development

  • Identify opportunities for revenue growth and strategically plan to deliver on these opportunities
  • Respond to client inquiries in a timely fashion, including generating sales quotes and sharing venue proposals, menu options (prix fixe menus, beverage menus, etc.), and venue images
  • Maintain excellent working relationships with internal and external partners, and leverage these relationships to deliver innovative and memorable events
  • Maintain a wellorganized event records with client feedback
Event Coordination

  • Create templates and checklists for on
- and off-site events and serve as liaison with vendors on event-related matters

  • Create a master contact list for vendors and suppliers
  • Use event software to create, maintain and update calendar and Event Orders for all on
- and off-site events

  • Create Event Order with the following info:
  • Date/time start and end
  • Number of guests
  • Event itinerary
  • A/V & setup information
  • Bar service info
  • Food service selection and timing
  • Delivery & pickup times
  • Outside vendor info
  • Staffing requirements
  • Security
  • Actively gather information on each event to achieve quality event productions
  • Conduct research, make site visits, and find resources in order to facilitate appropriate decisions according to the event
  • Provide accurate and timely information to clients, vendors, and other stakeholders
  • Follow up with the client for feedback
  • Submit Event Order for client approval and modify as needed
  • Submit Event Order to General Manager, CD & Operations teams
  • Coordinate meeting with front of house and back of house managers to review event details and any special requirements
  • Work closely with event staff to ensure that client needs are met as per their contract
  • Arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the client
  • Prepare materials, notebooks, packages, menus, gift bags, registration lists, seating cards, food cards, etc.
  • Maintain consistent communication with General Manager, Operational Event Manager and Kitchen Management to relay event requirements and ensure each event is operationally prepared (orders placed, event staffing, etc.) and that client expectations will be exceeded
  • Communicate all event specific requirements to appropriate operational staff (wine selection to Sommelier/Manager, menu selection to kitchen etc.)
  • Assist with managing on
- and off-site production and clean up for events as necessary

  • Close out all events as required and oversee logistics during each event
  • Oversee invoicing and ensure payments are properly processed
  • Review event "postmortem" and make changes to future events as needed
  • Respond to customer complaints and issues with a sense of urgency, ensuring resolution and full satisfaction
  • Propose new ideas to improve the event planning and implementation process
  • Continually improve customer satisfaction to create customer loyalty and deliver a positive event experience
  • Upsell food and beverage during the planning process once event is confirmed.

SKILLS AND QUALIFICATIONS

  • 3+ years' experience in events detailing/coordination/management
  • Bachelor's degree preferred; significant work experience can substitute for the degree
  • Professional, selfmotivated and flexible
  • Excellent interpersonal skills both in person and by phone, with high professionalism
  • Fantastic customer service ethic and high expectations for quality
  • High energy, dynamic, and excellent communication skills (written and verbal) with a strong customer service focus
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers
  • Ability to accomplish projects with little supervision

Physical Demands

  • Be able to work outside normal business hours when situation arises
  • Ability to sit at a desk and do general office work
  • Assist with event set up if needed (chair & table movement)
The Company recognizes its obligations under the Accessibility for Ontarians with Disabilities Act, 2005, and,