Meeting & Event Manager

2 weeks ago

Whistler, Canada Westin Resort and Spa Whistler Full time

**OVERVIEW**:

- Manage, coordinate, and execute group assignments turned over by the Sales Department. The Meeting & Event Manager is responsible for preparing all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high-level service throughout pre-event, event and post-event phases of property events. Ensures their property events have a seamless turnover from sales to service back to sales. Recognizes opportunities to maximize revenue opportunities by up selling and offering enhancements to create outstanding events.

**ESSENTIAL FUNCTIONS**
- Managing Event Logistics and Operations:

- Details all aspects of upcoming group and/or convention (guest rooms, meeting space, food & beverage, off-site events, exhibits, audio visual, etc.). Confirms in writing to the client and all affected departments all requirements via Event Orders and/or Group Resume.
- Develops and maintains relationships with client after program has been booked by sales department. Ensure that convention specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
- Review sales contracts as well as other important information, i.e., room block, cutoff date, special concessions and attrition clauses and validate with client via turnover letter.
- Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
- Negotiates guest room rates, food and beverage prices, meeting room rental, function space, and hotel services within approved booking guidelines when original commitment from sales contract is not met or as needed.
- Ensure that events progress seamlessly by following established procedures, collaborating with other associates and departments, and ensuring accuracy.
- Manage group room blocks and meeting space for average to large-sized assigned groups.
- Identify operational challenges associated with assigned group and determines how to best work with the property associates and customer to solve these challenges and/or develop alternative solutions.
- Uses judgment to integrate current trends in event management and event design.
- Acts as liaison between salesperson and customer throughout the event process (pre-event, event, post-event).
- Assists the client in menu planning; coordinates food, beverage, meeting room set-up, decorations and other services as requested by the client; assures that all requirements are communicated and completed to the customers’ specifications.
- Up-sell products and services throughout the event process.
- Accurately forecast group rooms and event revenue (catering and audio visual) for assigned groups and affiliate business within a 5% variance.
- Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
- Produces and distributes Group Resumes and communicate any changes and updated information to hotel departments.
- Distribute BEOs for group and affiliates 14 days prior to events.
- Leads pre-event and post-event meetings as needed to review/communicate group needs and feedback.
- Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.
- Always maintain a professional image through appearance and dress.
- Greet customer during the event phase and hands-off to the Event Operations team for the execution of details.
- Ensure billing accuracy and conduct bill reviews with the clients prior to processing the final bill.
- Facilitate various meetings as necessary (Banquet Event Order meeting, block review, etc).
- Solicit feedback from the property departments to identify areas for improvement to enhance the Event
- Ensure Event Satisfaction Survey results exceed targets.
- Performs other duties as assigned to meet business needs.

**SPECIFIC JOB KNOWLEDGE, SKILLS, AND ABILITIES**
- Requires good communication skills, both verbal and written. Must be able to convey information and ideas clearly.
- Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel, Teams, Outlook, Sharepoint
- Requires excellent inter-personal and sales-related skills.
- Requires exceptional organizational, supervisory skills.
- Must work well in stressful, high-pressure situations.
- Must maintain composure and objectivity under pressure.
- Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
- Must be able to evaluate and select among alternative courses of action quickly and accurately.
- Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust, or modify to meet the constraints of the particular need.
- Must be effective at listening to, understanding, clarifying, and resolving the concerns and issues raised by coworkers and guests.
- Must be able to work with and understand

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