Special Events Designer

Summary

The ideal candidate: Provide and design all décor arrangements, including linen, music and landscaping rentals as used by the resort in public areas, outlets and banquet facilities.  To promote the sale of décor for individual guests, primarily group business and to write proposals.  Develop relationships and bring business in from off property locations and planners.  Handle Activities and tours as well as coordinate for the client on property our offerings.

-book entertainment

-participate in site visits

-Respond to RFP’s in a timely manner

Essential Functions

Job duties include, although are not limited to: Assimilate into a Five Star PRIDE/CARE culture through understanding, supporting, and participating in all elements of PRIDE/CARE.  Demonstrate working knowledge of the service standards.

Regular attendance in conformance with the standards, which may be established by owners from time to time, is essential to the successful performance of this position. 

To provide, design and service décor products for the Resort and off site locations. Local accounts and its clients / guests while meeting their highest expectations and creating an additional profit center for the Resort.

Production installation crews and floral designers.  Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant.

Average percent of Time

60    %    Meeting with Clients and writing proposals..

20    %    On installations, overseeing, personal deliveries.

10    %    Coordinating with Floral and production execution of events.

10    %    Attend department meetings for review of events and coordination.

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 particular requirements of the company.

Internal Relationships

Reports to Dir of Sales/Operations for Boca By Design.  Production installation crews and floral designers.  Also to orchestrate and oversee the installation & removal of vendors subcontracted decor & entertainment. Oversees day to day duties of the social assistant

External Relationships

Has regular contact with Clients on and off property, vendors, members and guests.

Qualifications

•    Meet with clients both in-house and off site.

•    DMC sales experience

•    Self-motivated, strong work ethic and ambition

•    High level of organizational and time management ability

•    Ensure all proposals are at recommended profit margins.

•    Keep up to date with new trends and services.

•    Contact clients timely for proposals and edits.

•    Promote BBD designed events.

•    Cost, write and price proposals for themed events.

•    Send and Insure client’s receipt of proposals timely.

•    Follow up with clients and vendors about proposed items, to insure clear and concise understanding of proposals.

•    Alert and involve Production, Floral and Production Installation Crews, of proposed items on a timely basis.

•    Follow up with Internal and External Departments concerning proposed dates, times and details of events (i.e.: Convention or Catering Manager, AV, Banquets, Set Up, etc.).

•    Follow up with Purchasing Agent and Vendors concerned with specific product needed for proposals.

•    Insure that Proposed Items are available and ready for installation of the event, including: Custom Art Work, Specialty Items (linens, chairs, scenery, props, etc.)

•    Insure that client has responded and committed to proposed items in a timely fashion to facilitate all departments to prepare for the event, without incurring extra ordinary labor or material costs and expenses.

•    Lead the installation of events to insure proposal and client’s vision is delivered.

•    Insure that all hired decor and talent are on site and ready for event start time.

•    Follow up with client, to insure satisfaction and success of event within 24 business hours of the event.

•    Assist, when needed, in production departments to insure proposed items are ready and available for events.

•    Assist other sales managers when needed, with events when they are over scheduled. 

•    Forecast and Secure future business and develop future business leads.

•    Assist Catering, Convention and Hotel Sales Department Managers in Promoting Boca By Design and the Hotel for prospective clients.

•    Develop mailings, marketing material, outside solicitation, phone sales to grow new business. 

•    Follow up with billing inquiries or questions with both client and business manager in a prompt and professional manner.

•    Promote and Inspire Creativity with all staff in the production and sales divisions.

•    Instruct and Promote safe and appropriate work standards for all staff. 

•    Perform other related duties as assigned or requested by supervisors/managers.

•    -upsell

•    -book entertainment

•    -participate in site visits to promote the resort and BBD services

•    -Respond to RFP’s in a timely manner

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Education/Experience Requirements

•    College Degree Required.

•    Minimum Three years working knowledge of the décor design business operations and flowers. Two years’ experience in sales for special events.  Knowledge of DMC, event management or hotel service business, selling of décor, proposal writing and services.

•    The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

•    Excellent communication and guest relation skills.

•    Knowledge of program design and development, from inception through contract

•    Knowledge of hotel service business, selling of décor, proposal writing and services.

•    Knowledge of client development including new business development, lead follow up, qualifying the client, proposal presentation and closing business.

•    Must be able to effectively present information and respond to questions from clients, supplier partners, and hoteliers.

•    Must be able to calculate program costs, percentages, profit margins, and perform other mathematical requirements involved in proposal development and contract negotiation.

Physical Requirements

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety.  The hotel will provide the required PPE.  Team members will be trained in the proper use and care of any assigned PPE.  It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.

Must be able to sit, stand, stoop or bend for duration of shift (at least eight hours).

Personal computer, calculator, copy machine, telephones, walkie-talkies, facsimile, cellular phone. Computer Literate.

All employees must maintain a neat, clean and well-groomed appearance.  Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.

In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.