Assistant Director of Event Sales & Planning

General Summary

The Assistant Director of Event Sales & Operations will be responsible for generating revenue within the London Conference Centre. A portion of their duties will be to prospect local organizations, establish relationships, and secure business through those relationships. Another key objective would be to assist in manage events on campus for event planning and operations. This person will also cover duties of other members of events team while they are away on holidays/sick leave/off-site.

• Prospect, qualify and sell the London Conference Centre. Develop relationships with local businesses and associations and cultivate those relationships to drive meetings and events through the Centre.
• They will take inquiries, negotiate rates, prepare contracts, and follow through on all detailing of the meeting from start to finish. They will also be responsible for qualifying appropriate group inquiries and conducting site inspections, all to influence the target companies to use the Conference Centre.
• Market and sell the London Conference Centre to target local businesses and associations. Will be responsible for external (non-University) meetings and events.
• Event marketing:
  Create and send email newsletters for promotional offers and to keep internal and external informed about changes within the events department. Engage with clients using social media and update and maintain Chicago Booth Conference Centre website.
• Event and sales reporting:
  Create and produce event and sales related reports on monthly as required by supervisor.
• This position will have an annual revenue goal and as well customer satisfaction targets.
• Conduct in-person site inspections to introduce the facility to prospective clients.
• Be an ambassador to the local business community for the Booth School of Business and the University of Chicago. Maintain and enhance the University’s high reputation for quality and excellence through our facilities and services of the Conference Centre.
• Attend and host local hospitality industry events to cultivate clients and market the facility.

• Manage pre-event logistics and coordination: room setup, participants’ access to venue, AV/IT requirement, budgeting and invoicing, catering, transportation and other event logistical needs with external vendors and service providers.
• Draft, execute and manage detailed Banquet Event Orders (BEO) for all events, as approved by individual event organizers, ensuring all tasks leading to the event are executed efficiently on a timely manner.
• Use all the event space on campus efficiently to maximize potential allocation for internal departments as well as revenue for the London Conference Centre.
• Work with Events Team to provide superior service and exceed client expectations. This will often mean being present at the event and providing any service needed day of event.
• Administrative duties will include:
  Draft and execute proposals, contracts, and Banquet Event Orders (BEOs);
  Create and maintain client files;
  Create and maintain CRM and inventory software;
  Work with Booth Accounting on invoicing and collections;
  Maintain own office supplies.
• Other related duties as assigned.

• This person will work closely with the London events team to ensure all event details are covered to ensure a successful event for the client. This includes catering, audio visual, IT, AV, Cleaning, labour, and any other needs are planned out and met.
• There will be a portion of the job where you will be working early mornings, late nights, and weekends to support event operations.
• Occasional travel within and outside of Europe for meetings and to support events.
• They will liaise with each internal and external vendor to ensure a high level of service and each of the standard operating procedures (SOP) are implemented.
• The ideal candidate will be able to move furniture to set/reset the room for events (tables, chairs, poser tables etc). The ability is preferred but not essential (Manual handling training will be provided).
• This person will be expected to perform basic security duties such as opening/closing…