Paws Up Montana

Events

• Coordinate overall operation of all resort events and catering provided by the Resort at Paws Up.
• Manage and advise team on events from time of booking, remote and onsite planning, through execution of event, billing and departure.
• Participate in and attend all pre-con and guest related meetings, and actively support the Special Events, Sales & Marketing Team, and the Resort.
• Contribute in the communication, planning details, and coordination of all aspects of event and meeting planning; to include interdepartmental meetings, appropriate memos, Banquet Event Orders (BEO), and Group/Event Profiles.
• Contact upcoming group, guests, and vendors a minimum of 60 days prior to arrival.
• Assist with preparing detailed Group/Event Profiles and BEOs for special events and/or meetings no less than seven working days prior to the group arrival or meeting date.
• Ensure accurate documentation and communication for all aspects of resort events and meetings, including menus, dietary needs, meeting set-up and decor, audio-visual needs, client profiles, rooming lists, transportation details, amenities, billing, and other pertinent information as applicable.
• Assist all Resort departments with proper execution of events and/or meetings.
• Conduct onsite inspections and advance preparations for all events.
• Ensure accurate and detailed information is streamlined between Events & Catering, Special Events, Sales & Marketing, the Food & Beverage Department, and the Culinary Team.
• Attend and sometimes conduct BEO, Special Events meetings based on Resort needs.
• Oversee pre-event operational communication, including coordinating organizational calls with guest participants and key Paws Up staff, and creating and distributing contact lists.
• Act as the primary on-property point of contact for all incoming featured participants, with responsibilities including welcoming them in person, ensuring on-property transportation and accommodations are ready upon arrival, providing amenities, and communicating their itineraries, responsibilities and locations to them.
• Act as the primary operational representative for Special Events on property throughout the year. Collaborate and coordinate with other key Resort staff to plan, set up, execute and take down the events themselves.
• Assist with various ongoing administrative support, including ordering needed supplies and scheduling payment of fees.
• Partner with Sales & Marketing staff to help ensure that events are well publicized generally, and effectively promoted on property specifically. Assist to ensure thorough awareness, understanding and enthusiasm for special events among both staff and guests, so as to ultimately drive participation in the events themselves.
• Manage inventory of all Resort event supplies.
• Assist in creating guest itineraries to ensure maximum value in their stay, while doing your best to accommodate all off-premise and on-property requests.
• Work with the Special Events and Sales & Marketing Team to develop new ideas and methods for maximizing the Resort property for outdoor events and group activities.
• Ensure that event and meeting group leads have your direct contact information and are clearly informed of all schedules, locations, and amenities.
• Work with VP of Sales, Director of Restaurants, Executive Chefs, Sales & Marketing Department, and onsite management team to ensure the experience of the client and guest exceeds their expectations and curate a personalized memorable experience.
• Oversee the accurate and timely submission of all catering permits as well as ensuring proper postings at offsite events with necessary documentation.
• Obtain appropriate approval of the VP Of Sales for all purchases, rental or leasing of equipment or supportive requirements of event and/or groups prior to and in advance of the actual date of use.
• Oversee the execution of all special events, meetings, invitational events, and promotions as assigned.
• Set, communicate and maintain timelines and priorities on every project.
• Maintain and develop guest, client, and vendor relationships.
• Manage operational and administrative functions to ensure specific projects are delivered efficiently.
• Maintain up-to-date awareness of Resort information and amenities.
• Assist with the coordination of in-house meetings and events.
• Contribute to the Resort’s revenue potential by assessing/monitoring room rental, site fees, delivery/storage fees, menu upselling, transport & service fees and other revenue-generating factors in accordance to the sales contract and regarding Resort policies.
• Keep the VP of Sales, Executive Chefs, Director of Restaurants, and Sales & Marketing Teams promptly and fully informed of all problems or unusual matters of significance coming to their attention so that prompt and corrective action can be taken when appropriate.
• Keep up-to-date knowledge on all menu items including preparation, any allergens, and alternative preparations.
• Understand the function of and be able to work in all Resort outlets as requested.
• Assist with routinely schedule interdepartmental meetings following events and/or meetings, to assess successes and areas where improvements can be made for future events.
• Aid in special event committees as a lead role in coordinating in-house special events.
• Ensure that special events group have your direct contact information, and are clearly informed of all schedules, locations, and amenities.
• Schedule staff according to volume of business; understand how to flex when necessary to meet labor expectations; ability to adjust daily operations to be in line with the budget and revenue goals.
• Understand each event and/or meeting function and train according to The Resort’s standards.
• Work closely with direct reports to ensure they have the tools and support needed to effectively coordinate and carry out events and meetings.
• Work to continually improve guest satisfaction while assisting in maintaining the operating budget.
• Improve service by communicating and assisting to understand and guest needs, providing guidance, feedback, and individual coaching when needed.
• Submit future goals, operational improvements, and personnel management to the Managing Director.
• Identify, address and document individual team member performance problems according to standard operating procedure.
• Maintain flexible hours to accommodate guest and special event’s needs, due to the cyclical nature of the hospitality industry; Position requires full availability including evenings, weekends, holidays or as needed

Events & Group Manager