Complex Event Manager

Description

TITLE: Complex Event Manager

DEPARTMENT: Sales

REPORTS TO: Complex Director of Events

JOB SUMMARY

Oversee, coordinate and implement group assignments handed off by the Sales Department. Monitor all contractual agreements related to guest room blocks, meeting space, food, beverage and special concessions. Clearly communicate essential information to all hotel departments to ensure the successful fulfillment of the group's requirements while nurturing strong client relationships.

• Leverage knowledge of both Double Tree and Marriott facilities to effectively detail events when needed.
• Cultivate strong client relationships and ensure that convention specifications are effectively communicated and implemented for a successful meeting experience for both planners and attendees.
• Monitor and manage room blocks in accordance with contracts, using group history reports and client information to maximize hotel revenue, adjusting as necessary.
• Review sales contracts and other key details, such as room blocks, cutoff dates, special concessions and attrition clauses. Notify clients of any estimated attrition charges before the cutoff date.
• Update the hotel system with client information, including names, addresses, contact details, sales manager info, room counts (if needed), remarks, comments, payment information and any other required details.
• With at least 90 days lead time, obtain all direct bill applications and submit them to the accounting department for credit approvals for groups, creating an AR account number once approved.
• Accurately forecast group room and food and beverage revenues for assigned groups and affiliate business.
• Gather all rooming lists, monitor cutoff dates, and coordinate menu details, meeting room setups, refreshment needs and any additional client requirements to ensure a successful event.
• Produce and distribute resumes two weeks prior to the main group's arrival, communicating any updates or changes to hotel departments.
• Participate in site visits and planning meetings for upcoming groups.
• Serve as a liaison between the sales and operations departments to ensure all client needs are met and communicated accurately across the hotel.
• Engage in pre- and post-convention meetings and review final invoices with clients upon request.
• Welcome all clients upon arrival to ensure they have all necessary items as per the BEOs; weekend and evening hours may be required for larger events.
• Monitor and enforce program deadlines, collaborating with clients to release any unneeded meeting space to optimize hotel revenues.
• Distribute BEOs for groups and affiliates 10-14 days prior to events.
• Generate thank-you notes and service evaluations for group clients in collaboration with the Sales Manager.
• Additional responsibilities may be assigned by the Director of Sales or General Manager.

In addition to the essential functions, this role may involve a combination of supportive tasks, with the time spent on each determined by the manager based on the hotel’s specific needs:

• Introduce and recommend preferred vendors aligned with the hotel’s revenue goals.
• Establish checklist trace dates using appropriate software.
• Generate VIP, limousine and amenity forms as required.
• Maintain clear communication with all hotel operating departments.
• Foster good working relationships with preferred vendors.
• Keep up-to-date information on programs and food and beverage events in the hotel’s inventory management system.
• Attend all necessary meetings.

Candidates should demonstrate the following knowledge, skills and abilities, and be able to perform the essential functions of the role, with or without reasonable accommodation:

• Minimum of one year of experience in…