Events Co-ordinator - Weybridge, Surrey
* Department: Events
* Reports to: F&B Service Manager
* Hours: 25 hours per week
Role Summary
Responsible for complete oversight in creating, organising and marketing the Club's member and Member private social events.
Key Tasks and Duties
Member Events
Be fully accountable for the administration and deliverance of member events.
* Ensure adequate promotion in the Club, guaranteeing there are effective enquiry capture processes in place.
* Dealing with member enquiries either in person, over the phone or by email. Responding to each enquiry within a reasonable time frame and ensuring that any provisional bookings are placed onto Jonas & JAM.
* Having face to face meetings with members to discuss, organise and finalise any details for their event.
* Upsell the food and beverage and room hire, again ensuring adequate communication and fulfilment of the event as directed in the above points.
* Liaise with Accounts ensuring adequate monies are received.
* Ensure adequate liaison and communication to all departments involved in the Member's private event, ensuring every effort is made to surpass their requirements whilst being mindful that all is being adequately costed and charged.
Club Social Events Calendar
* Assist in the development of the What's On Guide.
* Ensure each event is advertised and promoted as follows:
* For events up to 75 persons target, a minimum requirement of 6 weeks.
* For 75 persons or more, a minimum of 12 weeks in advance is required.
* Constantly work in collaboration with the Club's Marketing Co-ordinator and ensure there is adequate Event cross-marketing and organisation.
Marketing Materials
* Liaise with the Club's Marketing Co-ordinator for the design, production and release of appropriate marketing materials for each event both electronic and paper formats.
Event Cost Control and Profitability records.
* All events should be targeted to make profit by budgeting and planning.
* Ensure that events are fully reviewed including all monies in received, checking all costs and authorising with Accounts for payment.
Event Operation Communications:
* Ensure the issuing of detailed communications to all staff involved of the food, beverage and operational service set up and close down requirements.
* Prepare and issue appropriate and timely communications to staff and Members for all events that effect the Club's normal operation, you are responsible for ensuring adequate and appropriate communication to.
* Ensure that that there are no clashes in the diary.
* Liaise with other departments to ensure that all club events are booked onto the system.
* Creating & producing function sheets for each event no later than 14 days prior to event.
Additional:
* Support HOD's and Club Committees in the delivery of their events where use of the food and beverage areas or the consumption of food and beverage is involved.
* Work inherently closely with the Club's Head Chef and the Club's F&b Service Manager, to assist in the organisation of and, where needed, personally step in to deliver appropriate staffing levels to ensure cost effective 5* service at each event for which you are ultimately responsible for.
Any other duties as reasonably required.
All Staff Responsibilities
* Consistently offer a high standard of customer service to our Members.
* Create a welcoming, friendly atmosphere for Members and employees alike.
* Demonstrate pride in the Club, a positive attitude and a high level of commitment to your role.
* Attend work promptly according to your working hours.
* Appear smart and tidy and, if applicable, wear the appropriate uniform.
* Seek to anticipate Members' needs and respond co-operatively and courteously to their requests.
* Communicate with and assist your colleagues to provide a seamless service across all Departments.
* Demonstrate flexibility in assisting the Club and your colleagues to respond to the needs of its business and Members.
* Adhere to Club rules and operating procedures at all times.