Event Planner

The Celtic Collection Job Description DEPARTMENT Conference Events POSITION Event Planner GRADE E REPORTS TO Head of Event Management Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their Senior Manager.

POSITION OVERVIEW

To effectively support the Event Management team on allocated events held at the Celtic Manor. To manage own allocated events. To liaise with and advise clients leading up to the event date. To produce accurate and informative ‘event orders’ that clearly portray the client requirements to all departments within the resort.

To be available throughout the event to ensure all requirements are met and act as a point of contact both for the client and all hotel departments. To be responsible and accountable for allocated events in all areas or the Resort. GENERAL Responsible for helping to maintain a customer-focused culture which support the values expressed in the Celtic Collection’s ambition and the business goals of profitability and service quality.

Establish and maintain effective and positive relationships within the team as well as other departments and properties within the collection. Complies with all Health and safety, Hygiene policies as well as all other policies and procedures in place within the Collection Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible.

To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required. JOB FUNCTIONS Communication Employees are encouraged to take a lively interest in the activities of the company and, should there be anything on which you have insufficient information or where you are unsure, should ask your immediate line manager.

Employees are encouraged to ask questions and to speak to each other. Communication channels must be clear and open between the employee and their clients through the forms of email, telephone and, in some cases, social media platforms such as Linkedin, at all times. The employee must understand the communication channels used within the Celtic Collection including various systems and ensure that they are communicating with the correct department managers and directors to ensure messages are conveyed effectively and efficiently.

Budgets Maintains an understanding and acceptance of the monthly budgets and a motivation to achieving these. Standards Maintains an understanding of the standards set and expected for the Department and is responsible for the enforcement of these standards through associated job requirements and use of all systems. To seek training from the relevant departmental managers should the employee feel that they do not have sufficient knowledge of the task to carry out t the required standards Controls Maintains an understanding of the controls in place that monitor performance of the Department.

Structure Respects the organisational structure in place and the duties and responsibilities of all team members. Conduct yourself professionally and with respect for the professionalism of all other team members and the roles they play in achieving the departmental objectives. Team Ensuring you are trained in all relevant courses applicable to your position and remains passionate about achieving the ultimate internal/external customer experience.

To maintain a strong working relationship with the immediate team around you, using them for support and showing integrity and professionalism whilst maintaining a great working relationship. Delivery Responsible for delivering the product in accordance with set standards, exceeding the internal/external customer expectations.

Pre-Event Support for ensuring all equipment, tools and supplies are available and maintain relationships with the suppliers of the equipment, tools and supplies. To liaise effectively and concisely with external event organisers, offering best advice. To ensure that all resort departments have a clear and thorough knowledge of the client requirements.

Arrange pre-event meetings where necessary and introduce client to key personnel. To upsell all facilities in order to work towards achieving financial budget for the resort. To ensure that all risk assessments and health and safety documents are in place for the event, are passed to H S office and sign complete. To ensure that all EO’s for the forthcoming period are issued as per CMR standard.

To issue amendments to the original EO and ensure that all departments are aware of the changes. To attend weekly EO meeting to discuss your events. To arrange a handover of the event file with the co-ordinator within 48 hrs of receiving a file and then contact the client and introduce yourself within the following 48hrs.

To ensure that all files have the following information before accepting the file from the co-ordinator and that contracts, systems, proformas are all cross checked along with the Handover checklist. Proposal to client Signed contract Proforma invoices Completed ‘Application for credit’ or credit facilities already set up Deposit payment To demonstrate to the client your thorough knowledge and concern for the event – so that the client can rely on your expertise.

To chase the client at release point on the contract to ensure that the resort is not holding unnecessary bedrooms or function space. To ensure appropriate chase activity is made in the Delphi system to ensure pick-up on any book direct blocks are monitored affectively and advise is given to the Yield Management team of progress of such book direct blocks.

To ensure Delphi is used to log all contact with client i.e calls, letters, e-mail. To ensure the bookings being event managed are valued on a regular basis and the value of the bookings are amended accordingly. To ensure revenue holding in the Delphi system is true and accurate at all times with the right booking status, event line status and EO statuses being observed at all times.

Create Addendum bookings in the Delphi system and produce accurate contracts to secure additional space, bedrooms, revenue confirmed by the client. To ensure deposits are collected as per the contract and as per the level of credit granted to the client. To ensure all information pertaining to the client and their event is recorded in Delphi including calls, emails and letters received or sent.

Gather a knowledge and understanding of the full account history, value and future potential. Work with third party suppliers to provide additional services requested of the client. Plan productive site visits, menu tastings and showrounds, co-ordinating diaries of key stakeholders and business to ensure maximum efficiency of the appointment.

During Event Support for delivering the product in accordance with set standards, exceeding the internal/external customer expectations. To be responsible for promoting the resorts reputation for providing five star service to external event organisers. To meet and greet your client on arrival to the resort To upsell all facilities in order to work towards achieving financial budget for the resort.

To ensure event works within risk assessment and H S guidelines. To issue amendments to the original EO and ensure that all departments are aware of the changes. To provide briefings as and when required to various Resort teams to ensure all information provided is fully understood by all so to ensure smooth delivery of said event.

To meet daily with the Client Services Controller to sign off billing charges for that day and to reconcile the entire event invoice upon departure of the event. Gather knowledge and understanding of the account value Post Event To ensure we have a completed post event survey from the client. To write a debrief report on each event to be displayed in Delphi so that all departments may view the event feedback.

To liaise with Credit Controller/Client Services Controller regarding the final account to ensure that this is accurate. To deal with any queries that the client may have ensuring information is passed to the credit controller. To follow up after event for future business that they client may have in conjunction with the Corporate Relations Manager of said account.

To update VIP’s and account and contact details in Delphi recording all information that has been sourced. To work with the Corporate Relations Manager and arrange Debrief Meetings with clients ensuring detailed feedback is collated from the event and shared with the Resort operational teams. General To actively work toward achieving all budgeted and individual targets as set by Head of Event Management.

To conduct professional show-rounds of the hotel facilities. To attend relevant training courses as required. To perform related duties and special assignments as required. Manage own diary and allocation of time to ensure all responsibilities are achieved and holiday time is utilise. Effectively support the Event Management team with allocated events, be an out of office contact and assist with any general queries raised by clients.

Training Responsible for attending all required training as scheduled. Leadership Maintains an understanding of the departmental objectives and contributes to a positive team environment, focussed on achieving the ultimate Department experience. To be aware of the company’s key goals, visions and objectives for the future and actively take part in achieving them through day to day delivery within your role.

Is present for all briefings and debriefs conducted by the Supervisor or Manager on duty. Team Building Responsible for contributing to team building sessions both within and outside the Collection. Checking Contributes to the gathering of information as directed by the Department Manager including customer feedback, staff feedback, financial performance and any other as required.

Responsible to sense checking and reviewing all of your own work to ensure that standards are maintained and mistakes are minimalised. Use the systems provided to check your own work and that the client has all the information that they require to confirm the booking and / or the operations team can deliver the client’s event seamlessly.

Evaluation Contribute to compiling periodic reports based on the checking process. Contributes to the analysis of information gathered and in proposing changes within the department. Innovation Supports the implementing of changes to ensure continuous innovations and improvements are made within the department.