Calabogie Peaks Resort Which Way to the Beach

Event Coordinator

The Event Coordinator manages all group sales business throughout the hotel, including the detail relating to all banquet event bookings and inquiries from existing and potential clients.

Communication

  • Timely response to customer inquiry and questions (by phone or e mail per customer preference)
  • Accept phone calls on cell phone at all reasonable hours when off site (auto forwarded from phone)
  • Respond to e mails or texts at all reasonable hours when off-site when necessary or urgent
  • Timely sharing of information with all appropriate Resort staff to deliver high level customer service

Proposals

  • Timely preparation and delivery of proposals to prospective customers
  • Create professional looking proposals using Resort applications

BEOs

  • Create comprehensive BEOs that capture all event information and related detail
  • BEOs updated on a continued basis for changes requested by and agreed to with customer
  • Identification of party responsible for delivering unusual or non-routine BEO items
  • BEO meetings to brief appropriate Resort staff on event requirements to ensure excellent service

Sales

  • Solicit new business by phone and email during quiet periods and when requested
  • Record all solicitations in ResortSuite and track business that is obtained or lost
  • Assist with off-site trade shows, sales blitzes & sales campaigns when requested
  • Upsell occupancy with larger room types and additional room nights
  • Upsell F&B with higher value food and wine and bar products
  • Maximize occupancy by accommodating more than one event on site at the same time
  • Cross sell recreational products to groups

Site Tours

  • Accommodate customer preferences for the day and time of site tours
  • Conduct site tours

Business Records

  • Event and Outlook folders for every group event
  • Folders organized by time , subject matter , contact person and other developed criteria
  • No use or reliance on paper records
  • Records maintained electronically in Resort network and never saved or taken off site
  • Resort staff should be able to access Event folders & find what they need quickly/easily
  • Where necessary, enter event sales figures in Resort point of sale applications

Application Knowledge

  • Strong knowledge of hotel PMS to enter, manage and delete Group Holds and room assignments
  • Strong knowledge of Group Event CRM (ResortSuite) to manage:
    • Group F&B requirements, including banquets
    • Group BEOs
    • Meeting room and outdoor venue schedules
    • Meeting room, outdoor venue and other facilities set up requirements
    • Record communications with customers
    • Business reports (including backlog, sales reports and occupancy)
  • Accurate entry of data that management and Business Systems can rely on
  • Minimal need for management or Business Systems to diagnose, verify or correct financial data
  • Accurate post event invoicing

30 Barrett Chute Road Calabogie, Ontario, K0J 1H0 | Toll Free: 1-800-669-4861