Job Title: Event Manager
Promote, price, plan, coordinate and supervise the execution of all special party, banquet and event functions. Ensure that customer requirements and specs are adhered to and that functions run smoothly, efficiently and profitably.
Activities & Responsibilities
o Promote, work, and act in a manner consistent with the mission of our restaurant.
o Solicit and promote special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.
o Consult with customers to determine objectives and requirements for events such as meetings, special parties, and banquets.
o Negotiate final pricing, prepare contracts and secure customer signatures.
o Collect deposits as required at least 14 days before the event.
o Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives.
o Document final arrangements with clients on function sheet.
o Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.
o Regularly review upcoming events’ function sheet and have a thorough understanding of all requirements on upcoming scheduled events.
o Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
o Requisition or obtain equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.
o Confer with staff at a chosen event site to coordinate details.
o Inspect event room prior to the start of each function (check room setup, menu, service staff, etc.) to be sure it conforms to the function sheet.
o Maintain records of event aspects, including financial details.
o Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of customers, and resolution of any problems that arise.
o Continually observe, direct and assist staff where necessary during the entire event.
o Ensure that all the details as per the function sheet are performed.
o Evaluate and select providers of services according to customer requirements.
o Plan and develop programs, agendas, budgets, and services according to customer requirements.
o Hire, train, supervise, and make employment decisions for all special events staff.
o Prepare and post weekly schedules to ensure a sufficient number and appropriate skill levels of staff.
o Provide special events staff with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
o Continually strive to develop your staff in all areas of managerial and professional development.
o Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.
o Prepare and complete and accurate bill to the customer at the completion of the function and collect final payment.
o Direct and supervise breakdown and cleanup after the event.
o Account for all equipment and supplies. Return restaurant items to storage areas.
o Return or arrange for return of rented materials.
o Conduct post-event evaluations to determine how future events could be improved.
o Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
o Greet customers prior to the start of each function and be present throughout the event to assist where needed.
o Attend all scheduled employee meetings and offers suggestions for improvement.
o Coordinate with and assist fellow employees to meet guests’ needs and support the operation of the restaurant.
o Fill-in for fellow employees where needed to ensure guest service standards and efficient operations.
Tools & Technology (examples in parentheses)
o Multimedia projectors
o Notebook computers
o Overhead projectors
o Personal computers
o Public address systems
o Two-way radios
o Customer relationship management software
o Desktop publishing software (Adobe Systems Adobe InDesign, Microsoft Publisher)
o Electronic mail software (IBM Lotus Notes, Microsoft Outlook)
o Financial analysis software
o Graphics or photo imaging software (Adobe Systems Adobe Photoshop software)
o Internet browser software
o Map creation software
o Office suite software (Gmail)
o Presentation software (Microsoft PowerPoint)
o Spreadsheet software (Microsoft Excel)
o Web platform development software
o Word processing software (Microsoft Word)