Area Events Service Manager

Job Description Summary

Reporting to the Area Director of Catering & Conference Services, the Area Catering Events Manager is responsible to service all assigned catering / social events at all three Royal Sonesta hotels in Chicago. Maintaining existing relationships and executing tactical plans to maximize the profitability of the three hotels. Liaises between the client and hotel operations team to coordinate successful events. Oversees functions while on property. Assists sales managers in obtaining repeat business through excellent execution of each event.


Sonesta leaders are charged with providing strategic vision, ensuring tactical execution, and actively managing their department to achieve the company’s revenue and profitability goals and objectives. The idea candidate has a passion for building and motivating teams that achieve results.

Job Description

Pre-Event Planning

• Transitions booking from Sales Manager seamlessly; including one on one meeting with Manager to familiarize with the program and client
• When necessary, participates in site inspections to assist in selling the Sonesta solution
• Ensures Delphi inventory is updated and accurate at time of file turnover based on contract.
• Confirm important details with client upon receipt of signed contract, reconfirming cutoff date, room block, deposits, and other miscellaneous details; sets traces in Delphi accordingly
• Review all clauses in contracts, addressing any potential inventory, payment, etc. issues at time of recognition.
• Monitors Room Blocks; provides pick-up updates on a regular basis
• Design and maintain event diagrams tailored to the unique requirements of each event
• Up-selling of program including amenities, suites, special requests, F&B, etc.
• Prepare and distribute group resumes
• Attend all resume meetings to review all group details to hotel departments
• Prepare all BEOs and Banquet Checks; receiving client sign off and distribute at least 10 days prior to event
• Responsible for timely receipt and processing of all rooming lists prior to cut off date
• Oversees all pre-arrival information, check in arrangements, billing procedures, changes and any discrepancies directly with client and departments.
• Clear communication with Culinary and Banquet Department on program / setup / dietary requirements
• Processes all necessary paperwork to ensure any revenue losses (attrition/cancellations) are documented and confirmed with client and accounting

On-Site Execution

• Expected to be on-site for all client functions
• Key contact and maintains ownership of all program details from time of arrival to departure.
• General oversight of event to ensure company standards are met.
• Work with Sales Manager to be present at meetings and upon arrival.
• Prepare for and oversee all pre-convention meetings (internal and with clients).
• Pre-blocking guest rooms when necessary to meet client requests when available.

Post-Event

• Ensuring that all banquet checks are accurate post event
• Preparation of final billing and payment with accounting
• Final follow-up / thank you with client

Administrative

• BEO distribution
• Resume distribution
• Turnovers
• File management
• Misc. reports

Supportive Functions

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the requirements of the company.

• Assists in the physical movement of hotel or customer equipment or furnishings as necessary to complete a tight turn-around of public function space.
• Directly assists customers as necessary, which may require moving of up to 15lbs.
• Conducts regularly scheduled update meetings with the Area Director of Catering and Conference Services
• Updating turnover worksheet with actual room pickup, food & beverage revenue and room rental fees to review with Director of Catering & Conference Services and the Area Director of Sales & Marketing for forecasting
• Overseeing special projects that contribute to the success of meeting planning (i.e. social tables; SOPs; reader board maintenance)

Specific Job Knowledge & Skills:

• Bachelor's Degree from a four-year college or university; and a minimum of three years of catering and/or convention services leadership experience
• Ability to analyze reports and develop and implement strategies to improve outcomes
• Ability to calculate fi