Events Executive – Glenapp Castle

Glenapp Castle is looking for a Events Planning Executive to join our expanding team!

Welcome to a truly hidden place. A place to be inspired, reflect, recharge and reconnect; where you will feel ‘at home’ whether you’re travelling on your own or with a party of friends. Welcome to Glenapp Castle.

The luxury, award-winning five star hotel in Ayrshire, Scotland, provides an intimate level of service with genuine attention to detail. It has great beauty in its period furnishings and interiors as well as through the breathtaking gardens, forest, and the seascapes that surround that castle.

KEY PURPOSE

The key purpose is to ensure that everything is planned for all events, both internally and externally, supporting internal departments to run efficiently and smoothly, and most importantly, that all Event and guest information and pre-arrival planning is completed to a five-star standard so the Event Ops Team can consistently deliver a five-star service from Guest arrival to Guest Departure.

KEY RESPONSIBILITIES

· Liaison with the Sales team taking over event customer once sale is finalised.

· Liaison with Glenapp’s event customer by telephone, email and zoom to plan full event from confirmation to after departure.

· Liaison with the Event Ops Manager to ensure the event runs smoothly from confirmation, to planning and then until delivery.

· Conducting event show rounds and planning meetings on site at Glenapp Castle.

· Conducting event planning meetings by zoom and in person.

· Close liaison with the Hotel Ops team throughout the planning of larger events.

· Booking of relevant event space in Glenapp’s systems.

· Working with ResDiary to book event space.

· Creation of the internal event sheet capturing all guests’ requirements in a format that the operation team can effectively run the event.

· Updating calendar of Events and keeping event blocks accurate to ensure correct availability for all other rooms for reservations to sell.

· To ensure that all rooming lists and notes are correctly placed into PMS system.

· Client invoicing within agreed timescales & billing on departure

· Liaising and negotiating with event suppliers.

· Handling all event logistics

· Present events at weekly Management meeting.

· Creatively suggest opportunities for guests to enhance their stay and the event success.

· To support the Reservations department and ensure that event and individual reservations and cancellations are processed efficiently.

· To promote and upsell activities and experiences for event guests to book during their stay.

Requirements

· Proven experience as event manager ideally in a five-star environment.

· Computer savvy; proficient in all aspects of MS Office

· Outstanding communication

· Good command of English, both verbal and written.

· Experience of Event operation and delivery.

· Excellent organizational skills and time management

· Customer-service orientation

· A team player with leadership skills

· Great initiative and creative ideas

· Fantastic problem solving skills, thinking out the box

· Excellent attention to detail

· PMS knowledge