Austin, Texas, United States
Accomplished event management professional with high-level and diversified experience executing a wide spectrum of projects and events. Demonstrated skills and track record in all aspects of meeting, conference, and trade show management. Strong expertise in administration, problem-solving, strategic planning, marketing, contract negotiations, and communication skills.
• Strategically support brand, along with channel, and alliance partnerships, in industry trade shows globally, along with assisting in Sales Kickoffs and our signature, annual thought-leadership conference. • Implement cost-saving measures and negotiate contracts with vendors, resulting in an average reduction of 15-20% in budgeted event expenses.
• Led trade show cross-functional team to execute conference strategy, event timeline and budget. • Responsible for all trade show (national and regional), external (proprietary customer meetings, workshops and symposiums, customer hospitality receptions, etc.) and internal (sales meetings & corporate conferences, incentive travel programs, training sessions, etc.) event specifications, financials, vendor management and on-site logistics. • Managed the organization and planning of logistics related to participation in events - booth location/ design, collateral, shipping, transportation, dinners, meetings, signage, pre/post event marketing, staffing, hotels, meeting space, etc. • Represented the company as the on-site manager for booth and event-related meetings, activities, etc. • Built and maintained relationships with key society managers to ensure premier participation during annual events. • Led communications with event organizers and vendors to manage participation in events. • Negotiated and secured booth space and sponsorship opportunities. • Managed contracts and payments related to events. Researched and booked meeting space, hotels, dinners, local activities, etc. • Tracked expenses submitted to accounting, followed through on payments. Established, tracked and monitored budgets of the specific project deliverables, providing analysis, review, and closure. • Assisted in training and development of junior Marketing colleagues. • Beginning during COVID, eliminated need to hire new team members by performing basic IT and Systems Management roles with estimated $65K annual savings.
• Manage, coordinate and execute group assignments turned over by the Sales Department • Monitor all contractual agreements pertaining to meeting space, food and beverage and special concession • Responsible for maximizing food and beverage revenues from assigned groups by solicitation of affiliate business and up selling • Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a good client relationship • Coordinate the rooming lists of tour and travel groups including their arrival, departure and ensuring that all aspects of their stay are smooth • Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure. • Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes. • Produce and distribute convention resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments • Review sales contracts as well as other important information, i.e., room block, cut off date, special concessions and attrition clauses and validate with client via turnover letter • Participate in Pre/Post Convention meetings and review bill with client.
AAA Four-Diamond Hotel in downtown Phoenix - the largest Hotel in the state of Arizona, and is considered the flagship property for the Sheraton Brand. Responsible for soliciting new catering accounts, entertaining and maintaining relationships with existing accounts to meet and/or exceed food and beverage revenue goals. Oversee client functions to ensure customer satisfaction. • Solicit new and existing accounts to meet/exceed revenue goals through telephone solicitation, outside sales calls, site inspections and written communication. • Prepare correspondence to customers, internal booking reports and file maintenance. • Participate in daily business review meeting, pre-convention meetings, training and other catering sales related meetings as required. • Work with other departments within the hotel to provide quality service to customers. • Attend community/social events and industry meetings. • Develop/maintain knowledge of market trends, competition and customers.
• Prospecting, touring, booking, negotiating and finalizing events with a strong emphasis on Wedding ceremonies & receptions, Bar and Bat Mitzvahs and other social events • Negotiation, accurate and timely completion of proposals, contracts, & Banquet Event Orders; Identify and price out Clients needs for their event, up-selling when possible • Communicate group details/changes to all hotel departments, coordinating the Client’s needs with other property business and activities to ensure their expectations are met and the property operates efficiently • Participate & manage booths at numerous Bridal tradeshows; Plan, organize, & execute Hotel Bridal Open House featuring our package vendors and featured sponsors & organizations • Prospect for new catering business via phone calls, outside sales calls, trade shows, attending community functions, internet prospecting, supplier partnerships, etc. • Constant monitoring of blocked space to insure group is meeting their contractual obligation; initiate release of blocked space on cut-off date to allow sale of these rooms to other Clients • Assisted with the development of the budget and monthly forecasting • Host site inspections, maintain strong Client relationships, participate and work as a team • Reviews individual goals on a quarterly basis
• Plan and manage the conference planning details of clients for a four star, four diamond, all-suites hotel on the San Antonio Riverwalk • Execute sales contracts as agreed upon by the hotel and client • Maintain frequent and effective communication with clients to coordinate and implement: rooming lists/reservations, registration processes, timelines/agendas, budgets, venue set-ups, audio-visual requirements, menus, exhibitors, speakers/ presenters, staffing, hospitality suites, welcome packets/gift bags/amenities, shipments, VIP accommodations, and special needs, recreation, and private transportation • Create event orders, meeting plan resumes, and cost estimates for client approval and distribution to all hotel team members • Communicate and collaborate with all hotel departments to ensure the successful and flawless delivery of all client functions • Monitor, evaluate, and update conference planning policies and procedures to ensure effectiveness and efficiency • Manage the Conference Services staff • Create, nurture and maintain relationships with local vendors and businesses • Utilize event management software (Delphi)