Complex Director of Events

 JOB SUMMARY

This is a Dual/Complex position for Marriott Oak Brook and Doubletree Oak Brook. Provide leadership and guidance to the events team to help the hotel meet or exceed revenue targets for rooms and associated banquet and convention services. Take individual responsibility for detailing events, handling a limited number of events, while also offering additional support as needed based on business demands.

ESSENTIAL FUNCTIONS

Leadership, direction and support of events team in the following areas:

· Collaborate with the Sales Team in the creation of the annual budget and monthly forecasts for banquet and catering revenues.

· Leverage knowledge of both DoubleTree and Marriott facilities to effectively detail events when needed.

· Oversee and analyze event surveys while working with operations teams at both hotels to identify areas for improvement.

· Maintain strong client relationships, ensuring that convention specifications are clearly communicated and executed for a successful experience for planners and attendees.

· Monitor and manage room blocks in accordance with contracts, utilizing group history reports and client information to maximize hotel revenue, making necessary adjustments.

· Review sales contracts and other important details, including room blocks, cutoff dates, special concessions, and attrition clauses, notifying clients of any potential charges before the cutoff date.

· Update the hotel system with client information, including names, addresses, contact details, sales manager information, room counts, remarks, and payment details as required.

· Obtain direct bill applications and submit them to the accounting department for credit approvals for groups arriving 90 days prior to their arrival. Create an AR account number after approval.

· Accurately forecast group room and food and beverage revenues for assigned groups and affiliate business, maintaining a variance within 5%.

· Gather all rooming lists, monitor cutoff dates, and coordinate menu details, meeting room setups, refreshment needs, and any additional requirements to ensure a successful event.

· Produce and distribute event resumes two weeks prior to the main group's arrival, communicating any changes or updates to hotel departments.

· Participate in site visits and planning meetings for upcoming groups as necessary.

· Serve as a liaison between sales and operations to ensure all client needs are met and communicated effectively across hotel departments.

· Engage in pre- and post-convention meetings and review final invoices with clients upon request.

· Greet clients upon arrival at the hotel to ensure they have all necessary items per the banquet event orders (BEOs); weekend and evening hours may be required for larger events.

· Monitor and enforce program deadlines, working with clients to release unused meeting space to optimize hotel revenues.

· Distribute BEOs for groups and affiliates 10-14 days prior to events.

· Create thank-you notes and service evaluations for group clients in collaboration with the Sales Manager.

· Additional responsibilities may be assigned by the Executive Director of Sales or General Manager.

SUPPORTING FUNCTIONS

In addition to the essential functions, this role may involve a combination of supportive tasks, with the time spent on each determined by the manager based on the hotel’s specific needs:

· Introduce and recommend preferred vendors aligned with the hotel’s revenue goals.

· Establish checklist trace dates using appropriate software.

· Generate VIP, limousine and amenity forms as required.

· Maintain clear communication with all hotel operating departments.

· Foster good working relationships with preferred vendors.

· Keep up-to-date information on programs and food and beverage events in the hotel’s inventory management system.

· Attend all necessary meetings.

QUALIFICATIONS AND SKILLS

Candidates should demonstrate the following knowledge, skills, and abilities, and be able to perform the essential functions of the role, with or without reasonable accommodation:

· Minimum of three years of experience in hotel sales or event management.

· Ability to learn sales systems for both DoubleTree and Marriott brands.

· Proficiency in speaking, reading, writing and understanding the primary language(s) used in the workplace.

· Strong verbal and written communication skills are essential.

· Tasks are often performed independently or as a team leader within a collaborative environment.

· Basic computer skills are required.

· Familiarity with hotels and competitive landscapes.

· Commitment to ensuring consistent guest satisfaction.

· Capability to make decisions with limited guidance based on general policies and procedures.

AVAILABILITY

This organization operates 24/7. Typically, this role requires work Monday through Friday, with hours varying according to business needs. Occasionally, you may be required to adjust your schedule to include weekends or change your work hours based on business demands. Please note that the number of hours you work will be determined by business needs.

This is a Dual/Complex hotel for Marriott Oak Brook and Doubletree Oak Brook.