Banquet and Private Event Manager
This position generates revenue through the promotion and sale of the Quad City Botanical Center based on a set of target goals that will be assigned annual and assessed quarterly.
Duties and Responsibilities:
o Sale of viable rental space including: Banquet Area (The Doris & Victor Day Education Center), Sun Garden Atrium, Grounds (South East, South West, and Generations Garden), and Events Canopy and Adjoining Garden.
o Sell to motor coach tour operators, booking business for educational tours geared for an adult audience.
o Care for potential clients with an excellent customer service attitude.
o Initiate telephone contact and personal visits to business and organizations to promote booking opportunities and partnership opportunities.
o Attend Bridal and business expos to promote the Quad City Botanical Center.
o Organize events in-house to promote banquet services (Chamber After-Hours, etc.).
o Receive in-coming calls and e-mail regarding sales and partnership opportunities.
o Invite and host private sales tours to showcase the suite and its possible uses.
o Follow-up on potential bookings with return calls or e-mail, work to effectively close the sale.
o Provide the client and the Center with a detailed contract/rental agreement.
o Assist the client throughout the planning process, by phone, e-mail, and in person and provide expert and accurate advice on how to best utilize the banquet space and gardens.
o Follow-up with client satisfaction surveys to ensure the quality of the service and the experience related to their rental.
o Synchronize sales efforts with the promotion of our preferred catering company, working towards maximizing income through elevated food and beverage sales, when possible, invite the catering manager to attend off-site sales calls, and meet in conjunction with booked clients to coordinate the event date activities.
o Coordinate with maintenance crew duties to maximize productivity, minimize staff involvement in room resets.
o Coordinate with additional contracted companies that have been hired by rental clients to perform a task specific to a private paid event (Rental company, Photographer, Bakery, etc.).
Management of viable rental space
o Coordinating private rental contracts that coordinate in time and space with pre-determined Botanical Center public access hours and special event functions.
o Scheduling contracted labor services and monitoring the quality of work (cleaning, set-up, tear-down, etc.).
o Providing set-up diagrams for room arrangements- assisting in set-up and tear down if necessary
o Assessing the condition of property (space and equipment, mechanical, and controls) and making recommendations for maintenance, repair or improvement based on client use.
Administrative and department development
o Quarterly research of competing sites to evaluate policy and pricing.
o Regularly review rental guideline and policies, and create attractive special offer packages (off season discounts, inclusive contracts, and recurring booking incentives)
o Provide recommendations to the direct supervisor regarding ways to improve sales.
o Maintain accurate paper files of contracts, event details and set diagrams.
o Maintain accurate accounting spreadsheets, to track monthly rental income and expedite billing procedures.
o Maintain a phone log/ or lead sheets to track interest and assist in client follow-up.
o Maintain the master At-A-Glance calendar to ensure against double booking or over booking the Center
o Provide a monthly report detailing every scheduled event on site for that month, including meetings, special events, private bookings, classes, educational tours, and staff and cleaning schedules.
o Provide a monthly sales and activity report to the direct supervisor.
o Provide a monthly department progress report to the Board of Directors.
o Promote add-on sales (Audio Visual Needs, Commemorative Bricks, Gift Shop Items)
o Possesses complete knowledge of the building’s mechanical controls, setting guest safety policy as well as a familiarity with the food and beverage codes and regulations.
Work Experience Requirements:
o Excellent customer service skills
o Filing and organizational skills
o Scheduling skills
o Persuasive selling skills
o Excellent written and oral communication skills
o Detail oriented
o Fluent with Microsoft Office applications
o Team player
o Must be willing to maintain a flexible schedule, including working weekends, evening, and holiday hours, as necessary.
o Ability to stand, walk, sit, do work requiring hand, finger, and arm movement.
o Must be able to lift, carry, or cart a minimum of 50 lbs. for a distance of 300 feet or more.
o Must be tolerant of humid and uncontrolled climates.
o Must be able to work in and outdoors.
o Must be able to operate motorized vehicles, handcarts, and chair and table dollies, as well as other tools as required.
o Must be able to setup room equipment- tables, chairs, walking- be able to be on your feet for extended periods of time.
Bachelor’s degree in hotel, motel, restaurant, or public facility management, hospitality, or a related field of study. Commensurate experience and success in similar careers is also acceptable.
Salary is $14-$16 per hour with annual performance bonuses available.
Use the button below to apply and include your resume and a cover letter explaining why you would like to work at the Quad City Botanical Center. Use the subject line: Banquet and Private Event Manager. Apply by August 20.
Interns infuse energy and new ideas into our always budding Quad City Botanical Center. We are fortunate to receive applications from talented nature lovers attending neighboring institutions like Augustana College, St. Ambrose University, Scott Community College, Black Hawk College and Western Illinois University.
Want to lead educational trainings about Zone 5 perennials and bushes or even develop a program from scratch? Or maybe you simply love the earthy scent of freshly dug soil and the accomplishment of pulling each and every pesky weed in the garden. We’ve got a place for you! Or pass on your love of the outdoors by helping children become passionate about conservation and proper care of our earth. The event calendar is always full at the Gardens and we can always use more hands in marketing and special events.
If you have a sincere interest in exploring how your skills may benefit the Quad City Botanical Center, we’d love to talk to you!
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Help with educational programs, lead classes, design lessons and help with family programming for seasonal months.
Interns in this department will have a more hands on experience with the garden and facilities, including weeding, planting, mowing and transplanting tropical plants in to and out of the greenhouse and Sun Garden.
Marketing and Events
Interns will be involved with planning and promoting special events and will assist with creating advertising collateral, social media marketing, graphics and general party decor.
Banquet Rental and Sales
Interact with vendors and renters as you help organize weddings, meetings and parties held at the Botanical Center. Find out how the details behind-the-scenes create memorable events.