Groups and events supervisor
Barcelona
2024-11-27
Mission:
To ensure the successful planning, organisation and execution of events, meetings and groups, providing a satisfactory and personalised experience for our clients.
To maximise profit in all areas of the hotel through the planning and coordination of groups and events at the hotel, assisting the client directly, ensuring at all times that quality and service standards exceed expectations.
Responsibilities:
- Responsible for receiving requests and distributing them among the team.
- To make quotations for all requests for social events and meetings of more than 10 rooms that arrive at the hotel, regardless of their origin, always with the aim of obtaining the best possible business both in catering and in rooms and other hotel services.
- Consult with the Revenue Manager and in her absence with the Events Manager regarding availability and rates to be offered.
- Responsible for the follow-up and subsequent updating of the requests sent in PMS- Opera and in the weekly group revenue table, both for the ones quoted personally and those that are the responsibility of the Coordinator.
- Once these services have been confirmed, he/she will draw up the corresponding service contract.
- Once a group or event has been confirmed, he/she will be the main person responsible for the group, acting as liaison between the group and the hotel.
- Upon confirmation of a series of events by the Events Director (Abercrombie & Kent, Makoto, Kuoni, etc.), the main person responsible for the group, acting as liaison between the agency and the hotel.
- Ensure the coordination of all operational details of the group and the events by effectively informing all departments involved of the features and services required to run the events successfully.
- Prepare group summaries and service orders for their programmes and supervise those of the Coordinator.
- Send rooming lists received to the Reservations Manager.
- Review room category assignments with the Front Office Manager.
- Distribute group summaries and service orders on Wednesdays of events taking place the following week to all hotel departments and coordinate the BEO review meeting every Thursday at 12:30 to resolve queries.
- Keeping track of deposits and payments according to the dates stipulated in the contract, updating the proforma invoice and sending it to the client when necessary.
- Solve, if any, any setbacks with the group or event. Follow up with the client as appropriate.
- Execute the closing of the files with all the information received. Inform all hotel departments of customer feedback on the event or group.
- During the stay of the group, be present in the hotel maintaining continuous contact with the client. Introduce the heads of the operational departments and ensure that everything is running as planned.
- Perform the check-in review of the group/event making sure that it has been done correctly.
- Plan and execute the pre-convention meeting to ensure that a direct relationship is established between the department heads and the meeting planner.
- Follow up with the client at the end of the event in order to assess their satisfaction with the programme and evaluate if there is room for improvement.
- Welcome the client (meeting planner) by establishing a personal relationship with the hotel.
- Participate/coordinate inspection visits.
- Forecast commission payments for the following month and send to Finance.
- Review every Friday the status of outstanding invoices and claim the same from customers if necessary.
- Send to F&B every Monday the forecast of events for the next 4 weeks.