- Promote, work, and act in a manner consistent with the mission of Golden Ocala Golf & Equestrian Club.
- Solicit and promote special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.
- Consult with guests to determine objectives and requirements for events such as meetings, special parties, and banquets.
- Negotiate final pricing, prepare contracts and secure customer signatures.
- Collect deposits as required at least 14 days before the event.
- Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives.
- Document final arrangements with clients on function sheet.
- Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.
- Regularly review upcoming events’ function sheet and have a thorough understanding of all requirements on upcoming scheduled events.
- Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
- Requisition or obtain equipment and supplies needed for each event, ensuring that they meet guest expectations and requirements.
- Confer with team members at a chosen event site to coordinate details.
- Inspect 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.
- Maintain records of event aspects, including financial details.
- Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of guests, and resolution of any problems that arise.
- Continually observe, direct and assist team members where necessary during the entire event.
- Ensure that all the details as per the function sheet are performed.
- Evaluate and select providers of services according to customer requirements.
- Plan and develop programs, agendas, budgets, and services according to customer requirements.
- Provide special events team with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
- Continually strive to develop your team in all areas of managerial and professional development.
- Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.
- Prepare and complete and accurate bill to the guest at the completion of the function and collect final payment.
- Direct and supervise breakdown and cleanup after the event.
- Account for all equipment and supplies. Return restaurant items to storage areas.
- Return or arrange for return of rented materials.
- Conduct post-event evaluations to determine how future events could be improved.
- Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
- Greet guests prior to the start of each function and be present throughout the event to assist where needed.
- Attend all scheduled team meetings and offers suggestions for improvement.
- 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 and efficient operations.
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