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Event Planner

3 months ago

Springfield, United States Springfield Country Club Full time

Responsible for planning and executing all aspects of assigned group events from contract through onsite event. Works independently with all resort departments to execute all aspects of contracted groups. Engages group experience with best available, revenue driven culinary and programming.

Essential Functions- Serve as primary point of contact for all group business and fully coordinates events so that guest experiences are consistent with what has been represented to our guests and will meet their satisfaction.- Generate revenue thru educating and selling experiences that are engaging and embody our core values; primarily, meetings, private dinners, conferences and weddings.- Assures that all event services are provided in a manner that exemplifies established quality standards and are in compliance with applicable regulations and requirements.- Schedules hotel spaces, creates and publishes calendars and notices to ensure that guests, attendees, and hotel staff are informed of all group events, including programming.- Fully coordinates events so that guest experiences are consistent with what has been represented to our guests and will meet their satisfaction.- Create detailed and complete BEO’s to communicate event setup, AV needs, F&B needs, and programing.- Communicate all aspects of group portfolio thru the Resume to include but not limited to Programs and Activities, Banquets, On Own Dining, Front Office, Transportation, Spa and miscellaneous resort services.- Manage BEO and Group Resume distribution and send meeting reminders.- Interface with clients daily while on property and introduce to banquet team.- Keeps up on the latest trends for activities and programs of competitors and guest demands.- Specific tasks include, but are not limited to, conducting property tours, creating catering and sales portfolios (resumes), arranging AV and other meeting needs, creating collateral and menus, and communicating with other team members to ensure that scheduled events are run properly.- Performs all tasks and provides services in conformance with policies, procedures, work instructions, training, codes of conduct, recognized best practices, safety laws and regulations.- Is familiar with all hotel services/features and local attractions/activities to respond to guest inquiries accurately.- Demonstrates a positive attitude and acknowledges guests in a welcoming and friendly manner.- Ensures that all confidential and financial data is maintained securely and handled in a discreet fashion.- Is proactive in resolving client issues and concerns.- Participates in available training opportunities and applies learning and newly identified best practices where possible.- Makes suggestions to improve the delivery of guest services and identifies new business opportunities that will enrich our guest’s experience.- Performs regular quality checks on events meetings and conferences to insure things are working smoothly.
- Supports the team by anticipating and providing help as needed.- Builds and maintains a positive relationship with other team members, wholesalers, representatives, guests, potential guests, members of the community, etc.- Responds to all complaints and problems in a positive manner and takes action to resolve.- Shows concern by taking action to assure that our guests have a quality experiences.- Conducts site planning site visits and assist sales team with VIP on-property site visits with specific group needs.- Manage rooming list, cut off dates, attrition calculations in conjunction with the Group Sales Coordinator.- Prioritize and follow through on all job related duties.- Accurate assimilation and processing of banquet charges for accounting.

**Qualifications**:

- A true desire to satisfy the needs of others in a fast paced environment. Refined verbal and written communication skills
- A minimum of 2 years of hotel event sales/event planning or comparable experience preferred
- Must be proficient in general computer knowledge