Frame The Scene:
We’ve been working with you for some time to find the ideal venue for your conference. You’ve narrowed it down to the perfect hotel, we balanced your contract, it is signed and countersigned and the process moves to the next phase. Your file moves from the ‘sales department’ to the ‘banquet department’.
Here are the Top 5 Tips (and people) you need to know to have your conference execute flawlessly. Every hotel customizes their operations ever so slightly although essentially these roles and responsibilities are replicated from hotel to hotel, around the globe.
1. Sales and Catering Coordinator – This is likely going to be your new main point of contact at the hotel – this person works closely with the sales managers and meeting planners to execute the actual event. The Coordinator will be the person you send all your information to. Here’s what they need from you: rooming lists by the deadline– this one is BIG, Billing information completed in full and if you have a special meal request to have it with the food order. Preferences are always available IF you order them in advance.
2.Guest Services Manager – This is the person who is in charge of your guest’s first impression. They will work with their team to check your guests in, hand out packages and offer services.
3. Banquet Captain/Head of Food & Beverage – This team member is going to be on the floor having a watchful eye on getting that hot dinner out to your 500 guests on time and seamless. They are the conductor of the orchestra of servers working on getting your guests fed and feeling refreshed all day and evening. This person will help you with special meals, last minute requests and be the general ‘go to’ person on the floor.
4. Reservations Manager – This is the holder of the guestrooms inventory. Your rooming list was sent in on time with the billing instructions clearly marked to the Coordinator. It’s now handed to this team member who will expertly arrange your guests into rooms like a game of chess. VIP for the CEO – check. Two colleagues are sharing – double beds, check… etc. The Reservations Manager knows what is available and where it is at all times. Good person to know especially with last minute room requests!
5. Accounting Manager – Ahhh the bean counters. This person not only takes care of your invoice once all the badges are turned in but will also break it all down for each guest, make sure each guestroom is charged as per the billing information you have provided. All those numbers have to align with the contract that we worked so hard on from the beginning.
Senior Sales Manager, Global Accounts