Event Planning Executive

FINANCIAL RETURNS

• Develop a strong understanding and knowledge of key sectors targeted by the hotel, and gain sectorial/account expertise when necessary to maximise guest experience

• Ensure the timely delivery of information and all supporting documents as BEOs and Group Resumes to all Operational Departments

• Participate at weekly BEO and Group Meetings to brief Operational Departments on upcoming groups and events

• Ensure the timely follow-up and pursuit of strategic relationships with customers and stakeholders in order to drive the highest levels of guest satisfaction

• Ensure timely delivery of Master Invoice to customers and facilitate payment

• Work closely with the Sales & Marketing and all Operational Departments to ensure the accounts from the events are consolidated and reconciled

• Team up with counterpart from Convention Sales to deliver sector/customer specific services when necessary

• Communicate to his/her superior any issues encountered and other relevant information

• Attend and participate in training sessions, daily briefings and other meetings as required

• Where applicable, supervise, guide and train Event Coordinators in carrying out their responsibilities

GUEST EXPERIENCE

• In the pre-event planning process, consult with the meeting planners to identify optimal meeting room configuration, recommendation on meeting/break flow, menu planning, food & beverage coordination, table arrangements, decoration options, etc. to improve meeting efficiency and productivity

• Meet with each meeting planner daily to debrief on daily events, review consumption, bill and any exceptions to contracted billing and review estimates of final billing

• Plan and conduct pre-event meetings with clients and catering staff to determine potential enhancements to the guest experience

• Assigned upon situation, as the point-of-contact to give immediate assistance in order that customer’s needs are met quickly and their event runs smoothly

• Ensure the organisation of post-event calls and Feedback Survey collection, and follow up with customers to obtain event feedback and identify further business opportunities

RESPONSIBLE BUSINESS

• Develop awareness and reputation of the hotel and the brand in the local community

• Coordinate safety and security initiatives to ensure meetings flow smoothly with minimal interruptions or problems. Coach and advise clients on meeting options and alternatives that potentially reduce waste, save energy and have a minimal impact to the environment

• Perform other duties as assigned.

ACCOUNTABILITY

This is a MICE Events executive position in a full service luxury, resort, or major flagship hotel with high volume catering, banquet, and/or convention facilities.

Performance of this role should be measured by the following key metrics:

• Key Performance Objectives set annually (as per IHG policy)

• Process compliance as the indicated compliance in the Standard Operating Procedures

• Lead Handover Quality

• Other Events KPIs

• Repeat sale or upselling revenue

• Customer feedback/satisfaction (MSS)

• Attractive & Competitive
• As HR's guidance

Degree or Diploma, and a minimum of one year of relevant experience in meeting planning. Relevant experience in the service industry would be an advantage. Type and level of experience required may vary slightly based on size and complexity of operation.

Expected to possess the following skills:

• Good communication and negotiation skills

• Ability to take initiative, meet deadlines and commitments, and complete tasks and projects as required

• Strong organisational skills required to maintain electronic and paper filing systems

• Maintain a high level of knowledge pertaining to policy and procedure and communicates knowledge effectively to all personnel when applicable.

• Demonstrates clear and effective verbal and written skills for the purpose of obtaining and conveying information to clients, technicians, management and team

As HR's guidance