Event Planner

Italian Hospitality Collection SPA

Italian Hospitality Collection S.p.A. is a world-class hotel, resort and spa brand that boasts some of the most beautiful properties in Italy and offers rich, authentic experiences for passionate travellers seeking a true Italian lifestyle. With stunning properties in Tuscany, Sardinia and the Italian Alps, the destinations offer their guests the perfect blend of business and leisure.

Our mission is to bring together excellent hotels, resorts and spas, so that together they constitute the best Italian Hospitality brand in Europe.

The company continues to grow and is expanding its portfolio in Italy, which currently includes the following properties:

Chia Laguna Resort, Sardinia - with 425 rooms is a set of three hotels offering a variety of restaurants and bars, spas, extensive meeting facilities and boasts the most beautiful beaches in Sardinia: the 5-star Baia di Chia Resort Sardinia, part of the Curio Collection by Hilton, a brand that includes independent hotels and resorts, selected on the basis of their distinctive character. The 5-star luxury Hotel Laguna, recently opened in 2022 under the sign of Conrad Hotels & Resorts, a luxury brand for the first time in Italy, which offers a collection of hotels for refined travellers; and finally, particularly suitable for families with children. The Chia Laguna - Hotel Village, an oasis of tranquillity surrounded by Mediterranean scrub gardens where children can run happily and carefree.

Grotta Giusti Thermal & Spa Resort, Tuscany - 68 rooms, the largest underground thermal cave in Europe and a spa that allowed it to win the fifth star and enter the Marriott portfolio with the Autograph Collection Hotels brand.

Fonteverde Lifestyle & Thermal Spa Retreat, Tuscany - 78 rooms with a leading luxury spa, one of the most important destinations in Tuscany and a member of the Leading Hotels of the World.

Bagni di Pisa Palace Thermal & Spa, Tuscany - 61 rooms, historic spa with natural warm waters and first-rate facilities; member of the Leading Hotels of the World.

Le Massif Hotel & Lodge, Valle D Aosta - 80 rooms, ski resort with a distinct chalet atmosphere in its design, affiliated with The Leading Hotels of the World. The hotel features also La Lodge at the top of the mountain with restaurant and bar along with Kids Club.

At a summary level, the role of the Event Planner is:

To manage all contracted Group, Conference and Event bookings from when the booking is contracted until handing over to the operations team on the day of the event;

To maximize Group, Conference, and Event revenue through proactive up-selling, effective administration, and outstanding customer service as part of the on-property customer facing part of the GC&E Team;

To actively develop successful customer partnerships, contributing to the profitability of the Hotel and securing future and repeat business whilst ensuring a clear and effective line of communication is maintained with the GC&E Sales Team and Conference & Event Operations within the Hotel.

To work within the values of Hilton Hotels:

Customers: Excellent Customer care, every day, everywhere.

Respond to all Customers, whether internal or external in a manner which is both professional, courteous and in line with Hilton Brand standards and procedures relating to the department to ensure total guest satisfaction.

People: Encouraging our people to thrive.

Work efficiently as part of the Groups, Conference & Event team, actively promoting the team ethos.

Profit: Optimising Profit for the growth of the company.

Maximise up-selling from contracted value of all Group, Conference & Event bookings.

Utilise systems, tools and reports in the prescribed way to ensure all decisions are supported with relevant data analysis, maximising revenue potential.

Quality: Consistent service and product quality.

Ensure compliance with departmental Brand Standards and all Best Practice and Standard Operating Procedures of Event Planning and overall Booking Accuracy

Ensure all customer correspondence is dealt with promptly, in line with company standards.

SPECIFIC RESPONSIBILITIES :

Sales & Customer Focus

To support all activities that drive sales at the hotel, ensuring customer satisfaction at all times:

Achieve set targets above the initial contract revenue via up-selling during the planning stage of each event;

Handle all customer requests promptly, in a friendly and professional manner in line with company standards and customer requirements;

Maximise sales and revenue for the hotel by ensuring a sales attitude is adopted at all times, being aware of all sales opportunities within all areas of the hotel, and proactively promoting hotel service;

Develop and maintain excellent product knowledge and use in delivering the benefits of the product to the client;

Build strong working relationships with our clients and develop an understanding of their specific needs and requirements to develop future/repeat business for the hotel;

Approach tasks orderly, with tenacity and determination, completing work to the required standard within the deadlines agreed to with customer;

Meet groups contacts/organisers and participate in show rounds, if required;

Carry out exit interviews and post-event follow up calls, including the Operations team and GC&E Sales teams as necessary;

Identify sales leads for the GC&E Sales team to follow up for potential future busines;

Actively sell and promote Christmas Functions through the Christmas booking system set up;

Have a personal impact, taking responsibility and using initiative to resolve issue;

Be flexible, responding quickly and positively to changing requirements.

Business Process Focus

To help drive GC&E business forward by following the business processes prescribed by the GC&E Director and/or the Director of Business Development:

Manage the correspondence and planning for the final details of all conference & event bookings once the business has confirmed and turned definite in the system;

Pro-actively identify customer needs and provide solutions to match them;

Ensure all final details are received by the hotel and distributed to all departments within the agreed timeframes;

Participate in constructive handover meetings with the GC&E Event Planner (after conversion) and Operations (week of event) to ensure that the client s expectations are met;

Be available for client "meet and greet" and help Operations resolve client issues on day of event if required;

Arrange and carryout client menu tastings as required;

Carry out follow-up calls with client and Operations as needed, both inside and outside office hours;

Ensure all no show, early departure, cancelled bookings related to groups are charged and managed in line with company standards;

Ensure bedroom/conference & event releases are adhered to and enter updated information upon receipt with regards to bedroom allocations;

Develop productive working relationships and on-going communication with all revenue generating departments increasing the development of business and the maximisation of yield and space within the Hotel.

Administration

To implement all processes owned by the Group, Conference & Events office in an accurate manner:

• Ensure the accurate administration of all Group, Conference & Events bookings and related correspondence;
  
• Organise and prioritise work in order to ensure guaranteed response times and deadlines are met;
  
• Handle all administrative tasks in an efficient and timely manner;
  
• Keep departments and customers updated in a timely manner;
  
• Have a sound knowledge of all technical systems and procedures relating to the role;
  
• Ensure accurate and up to date customer records in Delphi/OnQ and that all best practices are followed and maintained;
  
• Ensure that all amendments to contracts are issued to the client and received by the hotel;
  
• Pro-actively chase outstanding rooming lists and allocations adhering to the timings agreed at contract stage;
  
• Compile and produce the departments BEO s on a weekly basis;
  
• Ensure that all amendments to BEO s / Function Sheets are produced and issued to all departments;
  
• Manage all GC&E billing and House Accounts on property in line with company standards;
  
• Attend the weekly Operations meeting to effectively hand over all forthcoming bookings to the Operations Team;
  
• Attend any daily / weekly hotel Sales meeting;
  
• Participate in departmental meetings, team briefings and project work and support other team members and provide assistance when necessary to ensure the team collectively achieve their goals;
  
• Comply with all systems, procedures and GC&E best practice as laid down by the GC&E Director / DBD;
  
• Contribute to the development and fine-tuning of the systems in place within the office;
  
• Maintain an effective filing system as directed including past records.
  

People

To take an active Team Role in the department on a daily basis:

Be motivated, committed and enthusiastic, seizing opportunities to learn new skills or knowledge in order to improve personal performance;

Maintain good working relationships with fellow colleagues and other departments;

Attend appropriate training courses as and when required and be able to train other members of staff to the required standard for any chosen task;

Support the GC&E Event Planning team in providing relevant information as required by management or other hotel departments;

Ensure effective communication within the GC&E Event Planning Team and with the GC&E Sales Team;

Be able and willing to assist other GC&E Event Planning team members to provide cover during holidays or other periods as required.