Event Manager

Event Management Job Description

French Alpine Bistro - Crêperie du Village

1. Highly organized and enthusiastic Event Manager(hereby referred to in this job description as “EM”) with a “can-do” attitude to assist our company in hosting events that also enhance our organization’s image, improve client loyalty, and enhance our brand-to-client experience.

The end goal of the Event & Hospitality Management position is to achieve the responsibilities through a cross-functional role approach, ultimately driving growth in the events sector of the business.

The position is built with various roles overlapping to allow for a cohesive understanding and involvement throughout the company. Key functions of the events side to the role include promotion, pricing, planning, coordinating and supervising the execution of all event functions. The role includes ordering of necessary consumables and fixed items for event purposes, as well as to ensure that customer requirements and specs are adhered to and that functions run smoothly, efficiently and profitably. This role ties into certain marketing and social media functions with the goal of building the brand of French Alpine Bistro - Crêperie du Village (F.A.B.) with strategic marketing ideas and the execution thereof. In other words, the EM’s job is to generate more events. Strong communication and leadership skills are required in order to lead the team during events or when necessary.

EVENT EXAMPLES:

• Corporate Events: Meetings & Seminars; Corporate Bonding Retreats, Charity & Non-Profit Events, Company Dinners, Venue Rentals for Food & Wine Events and other Events taking place in Aspen
• Photoshoots and Movie/TV Productions: (Venue)
• Private Events: Rehearsal Dinners, Bachelorette Parties, Weddings, Birthday Parties
• In-House Events: Wine Dinners, Holiday Dinners (New Year’s Eve, Valentine’s Day), Live Music, Concierge Lunches/Dinner
• Small Off-Site Events: External venues, often private homes

ACTIVITIES AND RESPONSIBILITIES

CORE

• Represent, promote, work, and act in a manner consistent with the mission of French Alpine Bistro - Crêperie du Village: We Melt For You
• Full knowledge of all products offered and affiliated with F.A.B.
• Understanding of abilities and limitations in relation to the venue.
• Full knowledge of all software programs used by F.A.B.
• Innate attraction to streamlining processes and increasing efficiency.

MARKETING

• Solicit and promote special event business through advertising, contacting past customers, sourcing new customers, relationships with local businesses and other cost-effective activities.
• Organize and host concierge lunches to promote our venue
• Reach out to event management companies (wedding planners etc.)
• Marketing maintenance
• Market events and restaurant
• Strong connection between brand image and event promotion
• Work closely with the social media strategist, takes photos of events and their setu-ups.
• Stay in touch with media and journalists that visit the restaurants. Keep their contact information on file

GENERAL

• Regularly review upcoming events’ function sheet and have a thorough understanding of all requirements on upcoming scheduled events.
• Maintain records of event aspects, including financial details.
• Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.
• Continually strive to develop the staff in all areas of managerial and professional development.
• Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
• Attend all scheduled employee meetings and offer suggestions for improvement.
• Creates templates and “how-to” guides for future use and reference
• Thinks creatively and constantly try to streamline processes
• Responds to event requests via email or phone in a timely and professional manner.
• Train, supervise, and assist in making scheduling decisions for all special events staff.
• Prepare and post schedules to ensure a sufficient number and appropriate skill levels of staff.
• Document all communication with the guest in the F.A.B. cloud-based folder system including, but not limited to email/s, screenshots of messages and summaries of all phone calls. Keeps a calendar so we can contact guests on their anniversary or birthdays or the milestones they have celebrated with us a year later.
• Be prepared for a weekly meeting to evaluate previous week’s progress and present a plan for the upcoming week. (All information must be released in a timely fashion using the communication platform adopted by F.A.B. In addition to this, a weekly “check-in” meeting will take place to verbalize each team member’s plan and goals for the week: a chance to present ideas and help brainstorm new ideas for creative growth within the company in all realms of business activity.)
• Full understanding of Point-of-Sale (POS) and ability to utilize all relevant features (ring up sales, charge cards, adjust quantities available etc.)
• Full understanding of the reservation system

PRE-EVENT

• Create a guest folder per guest/event in the F.A.B. cloud-based folder system. Ensure that files are routinely saved as back up to the F.A.B. external hard drive.
• All interactions must be documented - this applies to all event inquiries, whether the event is signed or not.
• Negotiate final pricing, prepare contracts and secure customer signatures.
• Collect deposits as required at least 14 days before the event.
• Negotiate external agreements* with third party vendors (flowers, DJs, cakes etc.)
• Complete event contracts. Make use of legal assistance if needed
• Consult with customers to determine objectives and requirements for events such as meetings, special parties, and banquets.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Requisition of equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.
• Confirm all details of the event with the guest/event organizer within the relevant time period (Typically 72 hours before the event. This includes but is not limited to: the final guest headcount, schedule of proceedings, menu details, table arrangements, staff required).
• Document final arrangements with clients on the Event Brief document.
• Post a story on Instagram to state when the venue will be closed, 1 day prior to the event.

Documentation

• Plan and develop programs, agendas, budgets, and services according to customer requirements.
• Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects costs and the company’s profit objectives.
• Deliver “Run of Show” (ROS) document to the full team that will be involved in the production of the event - both FOH & Kitchen teams, as well as Management for awareness purposes: (includes: summary of event details, menus, portion sizes; dishes and serveware to use; gratuity to be charged PRIOR to event, details of event procedure and happenings.)
• Provide special events staff with a copy of each ROS sheet to gain a thorough understanding of event specifications prior to the function.
• Record and maintain documentation on all aspects of projects serving as a guide for potential collaborators on a task/project.
• Update Event Schedule daily with the current status of each event (both confirmed & potential)
• Update Calendar with potential & confirmed events.
• Place blocks in Open Table (OT) to match the event dates (both confirmed & potential) and communicate this with the reservation team.
• Delete any OT blocks as necessary and communicate this with the reservation team.
• Save all documents to an individual Google Drive Folder per event (Agreement, ROS, deposit receipt, Menu, Notes on conversations)
• Create buttons in Toast (in the correct Events section of Toast) for the deposit charge
• Ensure all buttons are in Toast for the menu selected, as well as the Per Person price of the menu
• Coordinate the wine & beverage selection and work closely with the wine director.

MENUS

• Create customized event menus together with the Chef and update existing ones according to the current lunch and dinner menus.
• Design the event menus according to the restaurant's style and aesthetics by utilizing our design programs. (EM can acquire that skill when working with us).
• Print menus in a timely manner and distribute them to the kitchen staff and responsible FOH staff (physical copies) ahead of time, typically 72h.

EVENT - SETUP, EVENT-IN-ACTION & BREAKDOWN:

Setup

• Event manager is required to be on site for the duration of setup, event, and breakdown.
• E.M. will need to communicate efficiently with the Chef, the FOH (Front of the House) team and all persons working the event.
• Direct staff to set up the venue and details in accordance with the requirements in alignment with the guests expectations.
• Record inventory for all equipment and supplies pre and post each event.
• Ensure that all the details as per the function sheet are performed.
• Inspect the event room prior to the start of each function (check room setup, menu, service staff, etc.) to be sure it conforms to the function sheet.
• Lead event service team in a line-up to go through specific details of the event and to answer any questions with a representative from the kitchen and bar present to ensure that everyone has the same information and understanding of the order of proceedings and menu details.

During

• Greet customers prior to the start of each function and be present throughout the event to assist where needed.
• Continually observe, direct and assist staff where necessary during the entire event.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of customers, and resolution of any problems that arise.
• Coordinate with and assist fellow employees to meet guests’ needs and support the operation of the restaurant.
• Fill-in for fellow employees where needed to ensure guest service standards are met and efficient operational methods are maintained.
• Prepare and complete an accurate bill to the customer at the completion of the function and collect final payment.

Breakdown

• Direct and supervise breakdown and cleanup after the event.
• Return items to storage areas.
• Return venue to service-ready standards.
• Return or arrange for the return of rented materials.
• Complete notes of the event - these will contribute to the Final Event Review. This includes all details of setup, event-in-action and breakdown - (indications and ideas of how future events could be improved are to be noted.)
• Send a preliminary report with details of the event on the same day/night as the event with details of successes, failures, oversights, areas for improvement as well as general observations to the management team.

POST EVENT

• Send a detailed report of the event within seven (7) days of the event, including exact costs, projected spend versus actual spend, deposit and final payment details to the management team. All financial reports are to be verified before being sent to the bookkeeper.
• Complete all financial reports and document details in the Events Charges_Finance document in Google Drive. Communicate the updates with the finance team.
• Send a follow up email to the guest/event organizer thanking them for choosing F.A.B. as their venue and finishing up on unresolved details, including the final receipt if they do not have it from the end of the event.
• Add date of event to calendar if there is an annual anniversary that should be followed up with each year. If so, add a yearly reminder in order to send an annual message to the guest/event organizer with a genuine message of congratulations etc.
• Add all of the information listed here to the guest folder in F.A.B. cloud-based folder system and subsequently back this up to the F.A.B. external hard drive monthly.

TOOLS AND TECHNOLOGY

The Event & Hospitality Manager must be familiar with the following tools and technology, and must be cognizant of using the most time efficient methods in order to ensure a productive workflow. All documents must be saved to the FAB Google Drive, and any new documents must be produced with Google Software.

• Full knowledge and understanding of F.A.B. Point-of-Sale used.
• Full knowledge and understanding of all software and hardware adopted by F.A.B.
• Notebook and personal computers
• Desktop publishing software (Adobe Systems Adobe InDesign or Microsoft Publisher)
• Electronic mail software (Gmail)
• Graphics or photo imaging software (Adobe Systems Adobe Photoshop software)
• Internet browser software
• Office suite software (Microsoft Office)
• Spreadsheet software (Microsoft Excel)
• Web platform development software
• In-design software
• Word processing software (Microsoft Word)
• Cloud based file storage and synchronization service (Google Drive)
• Team management web and mobile application (Monday.com)
• Labeling of documents must follow the structure of the FAB system
• Cloud-based proprietary instant communication and messaging platform (Slack)

2. As mentioned above the position is built with various roles overlapping. The EM will also assume the role of assisting with the management of our office, the reservations team as well as help the top management team. In the training phase the EM will work on site (in the restaurant) in order to get to know all positions, the operation (and its limitations), the menu and the team. The EM will assume a leadership role in his/her role as Event Manager and direct and guide the team.

Reservations

• Link the reservations team (who works remotely) to the restaurant and staff on site.
• Train hostesses
• Oversee confirmations if needed
• Take phones for reservation calls on an occasional basis when needed

Project Management and Office

• Check and archive all necessary invoices, create paperwork
• Ordering of uniforms for the staff and the distribution thereof; keeps stock of uniforms
• Organize, keep stock of all events props and gadgets
• Order all non-perishable items (plates glasses, candles, silverware)
• Food, liquor and wine inventories. Keep excel spreadsheets accurate and current with prices
• Utilize our existing project management software (Monday) or implement one so as to oversee the administrative team members’ tasks and send reminders if needed so all members of the administration team complete their tasks in a timely manner.

Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Evening shift

Ability to Relocate:

• Aspen, CO 81611: Relocate before starting work (Required)

Work Location: In person