Groups and Events Manager

2 months ago

Cape Town, South Africa One&Only Cape Town Full time

Groups and Events Manager
(14007)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn.

Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion

Job Summary
The Groups and Events Manager is responsible for leading the team of Groups & Events Coordinators and ensuring the successful reactive sales and event management of Conference and Incentive programs and/or domestic and international Weddings, Conference and Banqueting functions and Private Events.
This covers all aspects from quotation, contracting, coordinating, planning, communication of requirements and final billing settlement of all groups and banqueting and conferencing functions.
The Groups & Events Manager is required to:

- Attend Morning Meetings to report on daily Groups and Events.
- Check Groups & Events box and allocate enquiries accordingly to the relevant Coordinators.
- Attend Revenue Meetings and ensure up to date feedback is produced for all tentative and prospect bookings.
- Generate from Opera a monthly Booking Review of all bookings in the system and ensure bookings are refreshed.
- Go through Cvent and assign enquiries to the relevant G&E account managers.
- Assign PM Numbers to the events of the day and check in the block. Then distribute the information to banqueting.
- Run monthly Banqueting Forecast Reports ensuring data in Opera is entered correctly.
- Ensure weekly checks on deposits due and activities in Opera are up to date.
- Represent Groups & Events in the Credit Meetings or PM Update Meetings adhering to corporate global finance requirements.
- Ensure adequate records are kept for lost bookings and produce and analyse reports when required.
- Produce and review conversion percentages of the groups and event enquiries.
- Check all contracts and ensure contract match reservations in the booking systems.
- Constantly review contracts to ensure they are in line with corporate governance, audit requirements and market conditions.
- Review processes and ensure SOP’s are produced and adhered to.
- Maximize on revenues by assisting in developing and refreshing banqueting and meetings offering.
- Ensure team reach budget and that groups rates are quoted as per strategy to maximize on Revenue.
- Ensure tracking is in place for all denials/regrets generated locally, for all lead sources

Ensuring Key Duties and Responsibilities for the department are met with the below:

- Represent One&Only Cape Town Hotel in a sales capacity during property site inspections and educational visits

for travel agents, clients, individual guests, conference groups, incentive groups etc.
- Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed, and activity follow ups for future dates.
- Check venue and rooms availability in Opera prior to confirming to the client.
- Conduct show rounds for events and groups ensuring all departments and management are aware of VIP show rounds for large groups and that arrangements are made to ‘wow’ the clients.
- Possess a comprehensive knowledge of the One&Only’s facilities and activities within the Hotel.
- Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
- Meet with client to ensure that all aspects of the event or group are discussed to ensure that the operational teams are fully aware of the client’s requirements and expectations.
- Manage client to ensure that the client is aware of time lines with regards to menu decisions, deposit schedules, room attrition dates etc.

Kerzner business use
- Drafting of the Group Resume and or Function Sheets showing every aspect of the booking from arrival to departure and distributing this to the Operational Department giving them sufficient time to prepare.
- Conduct pre con meetings before group arrival ensuring all required department HOD’s are present and that t

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