Catered Events Planner
Calgary, AB
Full-time
Department: Catered Events Planner
Position Type: Full-Time – Permanent
Expected Start Date: September 30, 2024
Hours: 35 per week
Salary: $44,423.00 per annum
Gratuity Eligible: Yes
What we offer:
- Flexible work arrangements
- Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
- Employer-matched Pension Plan at 5%
- Generous paid time off, including Vacation days, Sick Time
- Working in a beautiful park setting.
- Free entrance to the Park, including to our many public special events.
- Employee discounts on food and retail items and free parking.
Who We Are:
Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The Park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.
Job Overview:
Under direction of the Manager, Catered Events Sales, the Catered Event Planner is responsible for meeting sales targets and fostering key client relationships. The position collaborates closely with the team to handle client inquiries promptly and execute strategies to expand the client base. It delivers compelling presentations, negotiates agreements effectively, and stays updated on industry trends to enhance service offerings. The role manages event logistics from contract preparation to post-event follow-ups, ensuring exceptional experiences for all stakeholders.
Responsibilities:
Event Sales and Client Relationship Management
- Meet or exceed quarterly, and annual sales targets, contributing to the overall success of the department and supporting meeting or exceeding departmental revenue goals
- Build and maintain relationships with key clients and prospects by provided an engaging and client-centric experience
- Collaborate with other Catered Event Planners, Administrator and Assistant to promptly address client inquiries via phone and email regarding facility bookings
- Develop and execute strategies to achieve sales targets and expand client base
- Identify and qualify leads, following up on inquiries and sales leads
- Deliver compelling presentations to articulate the value proposition of Catered Event services to prospective and repeat clients, proactively upselling the Park's diverse offerings to maximize revenue potential
- Conduct informative site tours of facilities, utilizing discretion to allocate appropriate time based on potential business opportunities
- Foster and sustain strong business relationships with both prospective and existing clients, addressing inquiries, managing deadlines, and accommodating change requests
- Negotiate terms of agreements and close sales, handling objections and concerns and involving Manager of Catered Event Sales when needed
- Maintain in-depth knowledge of services and stay updated on industry trends
- Gather feedback from customers and provide input and recommendations to Catered Events Sales Manager for enhancing services
- Maintain data in event booking system, update sales records, and prepare contracts and proposals
- Stay updated with sales techniques and industry knowledge by participating in training sessions and workshops
Event Management
- Produce initial draft catering contracts at least ten days before the event, unless otherwise authorized by the Manager of Catered Events Sales
- Maintain an up-to-date schedule of facilities and event reservations, ensuring accuracy and efficiency
- Demonstrate understanding and effectively communicate Heritage Park guidelines and policies
- Prepare precise correspondence and catering contracts, confirming bookings promptly with relevant stakeholders
- Accurately assess event needs and requirements to facilitate seamless planning and organization
- Coordinate with various departments to arrange for food, entertainment, security, transportation, and equipment, optimizing event experiences
- Coordinate the collection of initial and secondary deposits efficiently
- Attend weekly operations meetings as required, keeping apprised of developments and activities at the Park
- Arrange and confirm follow-up letters for third-party entertainers and services as requested by clients
- Generate accurate change order documents to inform other departments of event changes post-initial contract drafting promptly
- Facilitate post-event follow-ups by sending thank-you letters, surveys, and facilitating rebooking if necessary
- Perform other duties as assigned
Organizational Excellence and Wellbeing
- Contribute to inspiring and immersive experiences at the Park through your roles and responsibilities by engaging in Heritage Park initiatives that align with the overall mission and vision of the Park
- Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries and hazards, participating in employer training, and adhering policies including the Code of Conduct and the Workplace Violence and Harassment Policy
- Actively support a positive work environment through creating an atmosphere of inclusion, engagement and fulfillment in line with Heritage Park values
- Demonstrate responsible stewardship of our people, collections and financial assets by ensuring that they are handled with integrity, sustainability, and a focus on long-term benefits for the organization and its stakeholders
Required Qualifications:
- Completion of post-secondary education in Hospitality Management, Event Planning, Business Administration, or related field is required
- Minimum 2-years prior experience with sales and event planning, preferably in a hospitality or similar industry is required
- Demonstrated strong interpersonal and communication skills in a client-faced setting
- Proficiency in MS Office Suite and event management software; experience with Caterease is an asset
- Exceptional attention to detail and accuracy in handling bookings, contracts, and correspondence
- Ability to work effectively in a fast-paced environment and under pressure
- Demonstrated ability to collaborate with cross-functional teams and coordinate with various departments to execute successful events
- Knowledge of catering and hospitality industry trends and best practices
- Strong customer service orientation with a commitment to exceeding client expectations
- All successful candidates (over the age of 18) will be required to go through Police Information Check as a condition of employment
Please visit our careers page to see more job opportunities.
Apply for this Position
OR