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Director of Event

2 months ago

Santa Barbara, United States Rosewood Hotel Group Full time

Job Title Director of Event & Banquets Education Bachelor's Degree Location Rosewood Miramar Beach Montecito - Santa Barbara, CA US (Primary)

Compensation Currency USD Job Description **Begin Your Rosewood Journey**

We believe that life is made of many journeys: inspiration, wonderment, curiosity, or the simple joy of discovering something new every day. If you share the same sentiment, then this opportunity is for you.

**Rosewood Miramar Beach** is looking for a **Director of Event & Banquets** to join our **Event and Banquets Team**

**Overview**

The Director of Banquet and Events is responsible for the management of all aspects of the B&E department in accordance with hotel standards. Coordinates details and menus for clients' functions and maintains budgeted revenues through solicitation of business while controlling expenditures. Directs, implements, and maintains a management philosophy that serves as a guide to B&E associates.

**Essential Duties and Responsibilities**

* Maintain complete knowledge of and comply with all departmental policies, service procedures, and standards.

* Ensure that standards are maintained at a superior level on a daily basis.

* Maintain complete knowledge of and comply with all hotel/departmental policies and procedures, ensuring that Catering associates are informed as well.

* Liaise daily with B&E associates to review the status of business, schedules, priority assignments, bookings, and all information pertinent to the department operation.

* Check with the secretary throughout the day to ensure that all-clerical work is processed on a timely basis.

* Direct and monitor the performance of B&E associates, ensuring that all procedures are followed; correct any deficiencies with respective personnel.

* Organize and delegate traces for follow-up; be familiar with the status of each.

* Ensure that B&E offices are kept organized and clean.

* Review the Captain's reports/logbook for previous day functions; follow up any problems noted and file.

* Review Banquet sales for the previous day; resolve discrepancies with Accounting; track revenue against budget.

* Review Banquet checks for the previous day's functions; ensure accuracy of charges and presence of guest signature; resolve discrepancies.

* Establish a departmental manual identifying all policies relevant to booking functions with respective charges.

* Ensure that B&E associates are knowledgeable of such:

+ Function room capacities and various setups

+ Blocking space (definite/tentative)

+ Use of all forms

+ Menus and pricing

+ Guarantee policy

+ Cancellation policy

+ Payment policy

+ Room rental charges

+ Corkage fees

+ Food handling policy

+ Service charges

+ Coatroom policy

+ Miscellaneous pricing (floral, entertainment, etc.)

+ Shipping/receiving policies

+ Lost and found policies

* Ensure that B&E associates are familiar with Banquet service standards to better sell the facilities.

* Review B&E associates' requests to block space to ensure that appropriate space is blocked to accommodate the group's requirements and to maximize labor costs; resolve any discrepancies.

* Establish and monitor the file and trace system.

* Assign specific files and sales objectives to catering personnel.

* Ensure client files are kept organized and current with all required information.

* Monitor and handle inquiry calls on a timely basis.

* Ensure that all incoming calls are answered within 3 rings with proper greetings and telephone etiquette.

* Monitor departmental call reports and assist Catering associates in determining follow-up actions.

* Monitor response time to messages, ensuring that all messages are returned promptly.

* Establish standardized form letters for use by all Catering associates as a response to inquiries, tentative/ definite bookings, thank you, cancellations, and re-bookings.

* Ensure appropriate letters are sent and filed.

* Actively solicit and book business following hotel standards.

* Meet with clients to work out the details of their functions.

* Escort clients through the property and highlight features of the facility as well as available services.

* Suggestively sell menus, which meet the client's needs and maximize revenues.

* Where appropriate, entertain clients in the hotel outlets to sell the hotel facilities.

* Liaise with the Executive Chef to plan special requests for clients and special event menus; arrange introductions between the client and Chef.

* Where appropriate, coordinate arrangements for a Chef's table to persuade profitable potential clients.

* Ensure that all definite functions are detailed accurately on Banquet Event Orders, signed by clients, and distributed to designated departments on a timely basis; resolve any discrepancies with respective Catering associates.

* Review estimated guarantees and ensure that firm guarantees are obtained by appropriate business days prior to scheduled function; ensure that the overset figure complies with established standards.

* Monitor the preparation and distribution of the Daily Event Sheet; ensure that all information is complete and accurate and distributed on a timely basis.

* Monitor changes to Banquet Event Orders; ensure that accurate information is communicated to respective departments on a timely basis in order to best serve the client; resolve discrepancies with catering associates.

* Monitor the preparation and distribution of the Weekly Event Sheet; resolve any incomplete information or problems with respective Catering associates prior to the distribution of the sheet.

* Identify groups, which do not have scheduled functions and communicate such to outlets in order to help them anticipate expected business levels.

* Prepare and distribute the weekly Catering forecast identifying covers and sales by meal period.

* Ensure that a Banquet check is typed for each function one day prior to the scheduled event and given to the Banquet department.

* Monitor the accurate record of each check issued and ensure the security of all unused checks.

* Ensure that door cards are typed for each scheduled function and properly posted.

* Prepare and distribute amenity request forms for specified clients; obtain designated approvals and follow up on delivery.

* Check function room setups prior to guest arrival, ensuring all details are in agreement with the client's requirements and hotel standards; ensure respective personnel correct deficiencies.

* Meet with the Chef prior to function time to verify arrangements and to observe the quality of the food presentation.

* Assist in plate up of meals as requested; ensure that standards are met.

* Welcome group contact upon arrival at function and ensure guest satisfaction.

* Check that functions are properly staffed to provide the required standard of service; ensure that associates are well-groomed; resolve any deficiencies with the Banquet Manager and/or Supervisor on duty.

* Assist in supervising the service of functions, ensuring guest satisfaction.

* Monitor, handle, and process all billing/payment procedures according to Accounting standards.

* Monitor guest reactions and confer with service associates to ensure guest satisfaction.

* Anticipate guests' needs, respond promptly, and acknowledge all guests, however busy and at whatever time of day.

* Promote positive guest relations at all times.

* Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.

* Monitor and handle guest complaints by following the six-step procedures and ensuring guest satisfaction.

* Contact clients after scheduled functions to ensure guest satisfaction and to solicit rebooking.

* Conduct weekly B.E.O. review meetings; resolve any discrepancies.

* Attend designated meetings, menu, and wine tastings.

* Conduct ongoing training with existing associates.

* Provide feedback to B&E associates on their performance; handle disciplinary problems and counsel employees