Events & Sales Manager

POSITION SUMMARY:

The position of Events & Sales Manager at KGH Brand entails primarily focusing on sales while overseeing all private events and buyouts associated with KGH Brand. The key responsibilities include managing and organizing Grand Opening Parties for all KGH brands, engaging in sales-oriented activities such as cold calling, networking, and in-person visits to local businesses, promptly responding to event inquiries within 24 hours, and providing reports and recaps of all private events.

Additionally, the role involves setting up and briefing for private events, meeting sales targets on a monthly, quarterly, and yearly basis, attending various industry events, conferences, and networking gatherings, and ensuring attendance at 90% of private events, particularly during the first hour before and during the event.

PRIMARY JOB DUTIES:

• Pre-production tasks such as budgeting, site visits, vendor RFPs, and production schedules.
• Coordinate and execute tasks for successful event and hospitality execution within financial and time constraints.
• Maintain accurate records for all events and sales.
• Manage event-related lists and collaborate with marketing teams for guest lists and other event needs.
• Coordinate on-site elements for events, including setup, signage, registration, F&B, and cleanup.
• Execute flawless virtual events from creative to technical support.
• Coordinate with other departments to ensure procedural adherence for in-office events and timely notifications.
• Manage company needs in various locations, including day-to-day requests and firm-wide food and beverage service.
• Contribute to revenue generation by answering new leads and setting appointments in targeted markets.
• Oversee the administration of sales, contracts, finances, and event execution.
• Ensure accurate point of sale transactions, revenue tracking, and proper allocation of donations and trades.
• Provide effective cost controls and interact with vendors and other departments to ensure guest satisfaction.
• Manage contract terms and forecast quarterly event revenue.
• Respond promptly to guest inquiries and develop outreach programs.
• Establish and maintain an efficient department filing system.
• Investigate and pitch new event opportunities while fostering business development goals.
• Customize menus and floor plans for clients and facilitate event deposits and reconciliation.
• Conduct weekly BEO meetings and coordinate with outside vendors for event enhancements.
• Serve as an onsite point of contact when necessary and ensure event standards are met.
• Demonstrate commitment to excellence in guest satisfaction through effective team training.
• Prepare and monitor department sales and budgetary reports weekly.

SPECIFIC JOB DUTIES:

• Sales Focus, this role primarily emphasizes driving sales and revenue for KGH through various channels and activities.
• Manage all KGH Brand private events & buyouts, oversee the organization and execution of private events hosted by KGH brands, including handling bookings, logistics, and client communication.
• Support in Grand Opening Parties for all KGH brands, assist in the planning and execution of grand opening events for new KGH brand locations, ensuring a successful launch.
• Cold call/network/& in-person visit to local businesses, actively reach out to potential clients through cold calling, networking events, and in-person visits to local businesses to promote KGH events and services.
• Handles all KGH event inquiries and responds within 24hrs, manage all incoming inquiries regarding KGH events promptly, ensuring a high level of responsiveness to potential clients.
• Reporting & Recap all private events, create comprehensive reports and recaps for each private event, detailing key metrics, feedback, and areas for improvement.
• Private events set up & brief, coordinate the setup and briefing for private events, ensuring that all details are communicated effectively to the event staff.
• Meet monthly/quarterly/yearly sales goals, establish and strive to meet sales targets on a monthly, quarterly, and yearly basis, contributing to the overall financial success of KGH.
• Attend event conferences, networking events, etc., participate in industry events such as conferences and networking gatherings to expand professional connections and promote KGH services.
• Attend 90% of private events at least for the first hour pre & during event, be present at a significant majority of private events, especially during the critical initial stages, to ensure smooth operation and client satisfaction.
• Utilize Canva and pre-set templates to create visually appealing event menus and designs.
• Ensure alignment with branding guidelines and event requirements.
• Collaborate with marketing to develop cohesive and attractive materials for events.
• Implement feedback and revisions as needed to meet client expectations.
• Ensure timely delivery of finalized designs for events.

EVENT PLANNING:

• Coordination: Oversee all elements of events, including coordinating marketing materials when required, to ensure seamless execution.
• Client Interaction: Engage closely with clients to comprehend their requirements and preferences thoroughly. Provide customized event solutions tailored to their needs.
• Logistics Management: Take charge of event logistics, encompassing tasks such as venue selection, catering arrangements, managing audiovisual requirements, and coordinating décor elements.
• Execution Oversight: Ensure that all events proceed smoothly and efficiently by overseeing the execution process. Swiftly address any issues or challenges that arise during the event to maintain its quality.
• Collaboration: Work collaboratively with various stakeholders, team members, and departments to streamline the event planning process and ensure all aspects align with the overall objectives and standards of the organization.

SALES:

• Promotion: Actively promote properties and event services to prospective clients, highlighting their features and benefits.
• Client Relationship Management: Establish and nurture relationships with corporate clients, event planners, and industry partners to foster long-term partnerships.
• Lead Generation: Generate leads through networking, cold calling, and attending industry events to expand the client base.

CUSTOMER SERVICE:

• Exceptional Service: Deliver outstanding customer service to clients from the initial inquiry stage through to the completion of the event.
• Proactive Approach: Anticipate client needs and actively address any concerns or special requests before they arise, demonstrating attentiveness and responsiveness.
• Point of Contact: Serve as the primary point of contact for clients during events, ensuring their satisfaction and swiftly resolving any issues or inquiries that may arise.

By providing attentive and proactive customer service, the aim is to enhance the overall client experience and foster long-term relationships with clients.

ADMINISTRATIVE TASKS:

• Maintain Accurate Records:
• Create organized systems for storing event details, client communications, and sales activities. This could be through digital databases, spreadsheets, or specialized software.
• Regularly update records with new information and ensure consistency and accuracy across all documentation.
• Implement a filing system that allows for easy retrieval of information when needed, whether it's for reference during planning or for post-event analysis.
• Assist with Budget Management, Invoicing, and Payment Processing:
• Collaborate with the finance team or manager to develop event budgets based on anticipated expenses and revenue projections.
• Monitor budget allocations throughout the planning process, tracking expenses and ensuring they stay within approved limits.
• Generate invoices promptly and accurately, detailing the services provided and any applicable fees or charges.
• Follow up on invoices to ensure timely payments from clients, and record all transactions accurately in financial records.
• Prepare Reports on Sales Performance, Event Metrics, and Client Feedback:
• Compile data on sales performance, including revenue generated, conversion rates, and client acquisition costs.
• Gather event metrics such as attendance numbers, attendee satisfaction ratings, and feedback received during and after events.
• Consolidate client feedback into actionable insights, highlighting areas of strength and opportunities for improvement.
• Present reports in a clear and concise manner, utilizing charts, graphs, or other visual aids to enhance understanding.
• Presentation: Conduct site tours and presentations to showcase the facilities and services offered, emphasizing their suitability for clients' needs.
• Contract Negotiation: Prepare and negotiate contracts, proposals, and pricing agreements with clients to secure bookings and ensure mutually beneficial terms.

MINIMUM REQUIREMENTS:

• College degree preferred
• 3 years of experience in sales or events management required
• Proof of portfolio including media placements, writing samples, leads, media and news outlets, clients, and planned events
• Ability to work well in a fast-paced environment and function effectively within set deadlines
• Bilingual preferred; English proficiency required.
• Strong verbal and written communication skills
• Closely follow trends as it relates to food, beverage, tech, lifestyle and pop culture while keeping a finger on the pulse of what’s ‘next’ to further inform an effective strategy
• Proficient with digital tools and software programs including Canva, Mailchimp, Adobe InDesign, and social media platforms
• Awareness of different media agendas
• Skilled in project management
• Must be able to work without close supervision

This job description is not an exclusive or exhaustive list of all job functions that an associate in this position may be asked to perform from time to time.