The Event Services Manager plans and coordinates group meetings, retreats, programs and other special events booked through the sales department, ensuring every arrangement is executed to the client's expectations. The role works in partnership with resort operations staff to deliver effectively executed events and swift problem resolution, handling room blocks, catering, BEOs, vendor coordination and on-site logistics. It also supports catering sales inquiries and works with the Director of Catering on budgets, forecasts and special projects.

Responsibilities

Have in depth familiarity with assigned groups and files, review program agenda, billing deadlines, confirm all reserved event space and coordinate rooming list and updates to list.
Work directly with client / event planner with regular communication, meetings and correspondence.
Work closely with Reservations team on room blocks and room drops, special requests/amenities for client, guests and VIPs.
Coordinate all catering events as per contract. Customize selling approach to the meeting planner’s needs to maximize sales. Create/customize and upsell menus, additional F&B functions and other items to meet client’s requirements. Always be ready to anticipate client and guest needs well in advance.
Create a Group Resume outlining all arrangements pertaining to the entire program including guest rooms, F&B, etc. Prepare detailed BEOs for all catered functions.
Manage function space and room block inventory as assigned and ensure that all BEO paperwork is completed in a timely and accurate manner.
Order AV equipment/staff, floral, entertainment, resort activities/programs, and coordinate off-site excursions as per the client’s request. Coordinate all vendors, including insurance, set up and walk-throughs.
Communicate regularly with all departments, including updating/distributing Group Resumes, BEOs and Floor Plans.
Attend weekly BEO meeting to review all details and requirements for in-house or upcoming groups.
Follow up on all changes, additions, pop ups, cancellations, or special requests promptly and ensure that all relevant information is communicated to all operating departments accurately and timely.
Handle all aspects of pre- and post-conference requirements with on-site group contact including phone list, Group Resume, BEOs, billing and evaluations.
Handle Catering sales inquiries and actively sell catered events as business demand dictates.
Meet or exceed all department and individual financial goals by maximizing revenues at all opportunities.
Assist the Director of Catering with budget and forecast and complete special projects and assignments as designated.