Temporary Hotel Meeting Planner

SUMMARY:

This is a temporary full-time position (maternity leave coverage). Mid-June through December 2024

Responsible for planning, evaluating, organizing, and directing the activities of the Conference Service department and any administrative support staff in the Catering/Convention Services Offices

RESPONSIBILITIES OF THE MEETING PLANNER:

• Supports catering sales effort by acting as liaison between catering and banquet services.
• Creates and maintains a good working relationship with the Banquet Manager and Chef to ensure a high level of comfort with Banquet operations.
• Effectively coordinate efforts between Sales and Food & Beverage management.
• Organizes and conducts weekly BEO meetings.
• Organizes and conducts weekly BEO and resume meetings.
• Establishes and maintains efficient office procedures to facilitate the smooth operation of the department.
• Responsible for working with the convention/meeting planners in coordinating the final details for conventions/meetings.
• Responsible for anticipating needs, forecasting results, analyzing, and arranging work processes for associates in the department.
• Provides the necessary training, motivation, and leadership for any conference service department associates.
• Ensures that all procedures, policies, and guidelines, as established by Tarrytown House Estate are being followed by department associates.
• Establishes and maintains rapport with outside purveyors, who provide services for the Hotel and its guests through the Catering and Convention Services Department.
• Meets with any convention/meeting planners to coordinate final arrangements for convention/meetings.
• Assist with forecasting staffing, public room income and meeting covers on an annual/quarterly/monthly basis.
• Ensure smooth flow of information (communication) from Sales to Banquet Services and the Food & Beverage Department.
• Ensure proper communication with all departments.
• Attends weekly Forecast, Resume, and sales meetings.
• Tours, daily, the hotel function space and spot checks meeting room setups.
• Ensures that all equipment used in the department is in good order and uses preventive maintenance schedules for all equipment.
• Ensures that the desired level of quality is maintained in all meeting room sets on a continuing basis.
• Ensures that all file turnover requirements (from Sales to Convention Services) are fulfilled.
• Advises hotel department heads of special requirements of groups coming into the hotel.
• Reviews, daily, information entered the Convention Services Department Daily Log and takes necessary steps to alleviate problems noted in the log.
• Attends out-of-hotel meetings as required.
• Has a working knowledge of Food & Beverage product offerings.
• Perform any other duties assigned by management.

Education, Experience and Certifications of the Meeting Planner:

• Salesforce experience
• Event Planning experience or equivalent combination of education and training