Job Purpose
The Groups & Events Co-ordinator will be responsible to be the primary client contact for the successful planning, co-ordination and delivery of all events and conferencing across the business unit property with the objectives of creating a public image and the reputation of the business unit’s brand as the conferencing venue of choice.
Key Performance Areas
Co-ordinated Groups & Events
- Co-ordinate & sell logistical arrangements as per event itinerary i.e transport, accommodation, food & beverage with relevant stakeholders and departments across the business unit
- Conduct site inspections with client’s with regards venues and facilities
- Have an up-to-date understanding of facilities and products available for events and conferencing
- Attend pre-event meetings and work with client to understand their event and conferencing requirements
- Offer solutions in line with client requirements and facilitate requirements with third party suppliers including menus, décor, flowers, set-up, music, etc. where required
- Use any opportunities to upsell on the event
- Include billing instructions for the event on the function sheets, and track expenses
- Compile function sheets and distribute to relevant stakeholders and departments
- Record all correspondence from a company perspective to ensure brand is maintained
- Resolve any problems and queries in accordance with contract stipulations, and escalate when required
Delivered Groups & Events
- Compile the running order schedule to accurately reflect customer requirements
- Check that the venue set up meets technical (lighting, sound) and customer requirements
- Check the set-up requirements for entertainment, catering, décor, etc. in line with customer requirements and facilitate any necessary changes with relevant operationsl stakeholders (e.g. F&B, Banqueting, Entertainment, etc) at least 1 hour prior to start of event.
- Log calls with maintenance or IT to ensure resolution of any technical faults
- Communicate regularly with relevant stakeholders and relevant departments with regards potential problems, challenges and changes
- Escalate any issues / challenges being experienced
- Update any final amendments to function sheets and ensure the distribution to all event stakeholders
- Complete post event administration including: event information documents, arena attendance figures and billing.
Stakeholder Engagement
- Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event
- Communicate with suppliers / contractors with regards requirements for specific events / conferencing, leveraging relationships to optimise the event within the set budget
- Partner with suppliers in design and delivery of the conferencing / event requirements
- Liaise with multiple departments in the co-ordination and execution of conferencing and events including F&B, security, gaming, etc.
- Liaise with events and banqueting management to evaluate the post-mortem of the event.
Education
- Grade 12
- 3 year Diploma in Hotel Management is preferred
Experience
- 1 – 2 years experience in a hotel environment
- Experience in event management an advantage
Skills and Knowledge
- Events Planning & Co-ordination
- Events Management
- Strong English Verbal & Written Communication skills
- Business Acumen
- Networking skills
- Financial awareness
- Emotional resilience and ability to handle pressure
- Proficient Computer Skills (MS Office / Opera)
- Professionalism
Equity
Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.