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Event Department - Coggle Diagram
Event Department
Event Manager / Event Coordinator
ASK
Attitude
Communicative
Organized
Pro-Active, active
Resilient
Responsible
Persuasive
Creative (stand out)
A good listener
Observer
Passionate
Stress management
Multi-tasking
Ability to control emotions
Having a positive outlook
Stress management
Multi-tasking
Flexibility
Patience
Skills
Interpersonal Skills
Leadership Skills
Communicative Skills
Language Skills
Customer Service
Writing Skills
Problem solving
Original
Negotiation skills
Analytical skills
Liable
Team Work
Knowledge
Knowledge about her target markets
General Cultural
Protocol
Wedding Planning Degree or course
Gastronomy
Special dietary diets
Knowledge of traditions,etiquette, and customs
Financial knowledge
Knowledge of color, design, and current trends
Knowledge about the city where is working (venues, restaurants, accommodaition…)
IMPORTANT: Ask clients fot their
Vision
Feel
Your planning must be 100% accurate and you don't miss anything. There will always be last minute surprises to sort on the day
The more prepared you are, the easier it will be to solve the problems
Large Hotels Vs Small Hotels
Large
Big Departments
Chains policies (less flexible)
More spaces and ideas to play with
Invest in Systems
Long Process + people involved
Bigger groups, more time to organize
Small
Small Departments
Own managed (more flexibility)
Events more similar
Systems with fewer options
Less people involved
More last minutes requests
Duties and Responsabilities
Sales Director
Head of the Department
Defines Sales Strategy, Budget and Objectives for every week, month and year
Generates and maintains the relationship with the most important accounts
Assists to fairs and trips to expand and maintain client portfolio
Studies the market, the requests received, the groups in-house, and then, generates reports for the General Manager
Sales Manager
Are distributed by market: by countries, by client’s type of company (agencies, pharmas, tech,…)
Generate and maintain the relationship with the accounts of their type of market
Visit the target clients to sell the hotel, the services and generate requests
Assist to fairs and trips to expand and maintain client portfolio
Events Manager
Manager of the department.
Supervise the requests and offers sent
Supervise the events
Meetings with clients in-house w/ Events Coordinators
Meetings with the other departments to prepare the arrival of the groups
Site Visits w/ Sales Executives
Prepare the weekly meetings with the General and Sales Managers where discuss the budgets, the requests, and the revenue
Sales executive
Receive all the requests. They generate an offer.
Introduce all the details in the system.
Control and follow up on the different offers sent.
Organize and perform Site Visits.
Generate contracts and proformas when an event confirms.
Receive first payment of the event
Prepare a “handover” (Group Report) for the Events Department.
Events Coordinator
Receive the “handover” of the group or event sold by the Sales Executive
Prepare the Event (rooms, catering, schedule, decorations, audio-visual, agenda…)
Meetings with the other departments to prepare the arrival of the groups
Generates the BEO (Banquet Event Order)
Supervises the Events
Control of payments.
Prepare invoices
Evaluates client’s satisfaction
Banqueting Coordinator
Assistant of the Events Coordinators the day of the meeting
They help with the in-house last-minute requests
Ensure Event goes according to the BEO
Supervises the catering services during the event (check everything is ok, check with the chef…)
Calls the maintenance team if something is going wrong.
Prevent the customer from getting angry and avoids bad comments and reputation
Type Of Events
Corporate
Meetings, Conventions, Congresses, Incentives
Social
Wedding, dineers, communion, christening