Recruiting The Best Events Person For Your Venue Team
How To Recruit The Right Person for Your Function, Event & Wedding Venue
Need To Recruit A New Team Member For Your Functions & Events Team?
Want Someone Who Will Sell More Events Or Do More Event Coordination?
Do You Want A Person Who Can Really Grow The Function & Event Sales?
Recruiting The Right Person For Your Event Team is CRITICAL. I have recruited and trained hundreds of Function Sales & Event Co-ordinators. Some of them were able to sell THREE times better than others which resulted in significant increases in function, event & wedding sales.
So Who Is That Perfect Person To Sell Or Co-Ordinate Your Events?
You Need To Clearly Define The Role When You Advertise Online And On Your Website In Order to Attract Perfect Candidates.
Commonly used Names When Recruiting For The Event Sales & Co-Ordinator Role Include
Venues Use a Range Of Different Names for Team Members in the Events Department – Make sure you pick the right one when recruiting for the role.
Event Coordinator
Function Coordinator
Wedding Coordinator
Wedding Planners
Function Sales
Event Sales
Event Sales Coordinator
Function Sales Coordinator
Function & Event Sales Coordinator
Corporate Event Coordinator
Conference & Events Coordinator
Group Events
Conference Coordinator
Exhibition Coordinator
Exhibition Planner
Event Sales Coordinator
Function Coordinator
In-House Meetings Coordinator
Meetings Coordinator
Staging Coordinator
Venue Coordinator.
Manager Roles (See Below)
Do You Want to Recruit a MANAGER a Co-ordinator or something else?
A Manager implies managing or supervising other people and hence pays a higher salary.
A Sales or Coordinator Role is working with others But NOT in charge of them pays a lower salary.
Common Events Manager titles include
Functions Manager
Event Manager
Functions & Events Manager
Meeting Manager
Conference Manager
Wedding Manager
A Managers Role Can Be Expected To Include More
Leadership And Teambuilding
Team Motivation And Outcome Focus
Mentoring & Coaching Team Members
Recruitment, Induction, Training Of Team Members
Strategy And Planning
Advanced Sales Skills, Dealmaking And Negotiation
Reporting On Sales Stats Results And Financials
Liaising With Owner, Venue Managers Or Chef
What Sort Of Events Person Do You Really Want To Recruit?
1. Personal Events Or Corporate Events?
Are You Recruiting Someone For Mostly Personal Events Like Weddings Or Someone For Corporate Events Like Meetings And Conferences?
The Perfect Person You Want To Hire And Best Person For The Role Will Depend On The Mix Of Types Of Events That Are Offered Your Venue – This Can Include:
Weddings
Social Functions – Social Events Like Engagements, Birthdays, Parties, Anniversaries Etc
Corporate Events
Meetings & Conferences
Catering – Offsite?
Public Events? – Xmas, Nye, Mothers Day
Concerts
Other Events?
2. A Sales Role Or Support/Service Role Or Both?
Are They Mostly Selling Events Or are they going to Deliver & Coordinate The Events?
The more events they are DOING – the LESS time they have to perform the Higher Value Role Of SELLING. (and sales go down).
An Events Sales Role – What Does An Event Sales Coordinator Do?
Prospecting And Leadgen Via The Web, Word Of Mouth And Local Marketing
Generating Leads From Events Database Of Prospects And Past Clients
Handling Inbound Event Enquiries
Appointments, Inspections, Venue Tours Or Show Rounds
Following Up Enquiries
Contracts
Invoicing & Collections
Netowkring and Connections
Days Are Typically Tues -Sat
A Service Coordinating Role – What Does An Event Co-Ordinator Do?
Organise The Event Details
Receiving And Liasing With Organisers
Admin – Invoicing & Rostering
Attend The Events / Act As Host
Staying Til Entrée, Main Or Finish?
Setup Events
Can be an F & B Waiter or Supervisior
Coordinate With Kitchen and Client At Event
Supervise Function Staff
Days – More Sat And Sun & Pub Hol work Required
3. Any Extra Add-On Responsibilities – Like Marketing Or Admin & Finance tasks?
Will They Be Doing Marketing, Website Or Social Media?
How Much Invoicing, Accounts, Debt Collection, Banking Etc?
Will They Be Doing Any Purchasing And Ordering?
4. How Much Events Experience Do You Want?
Senior 5 Years +
Normal 2 To 5 Years Or
Junior 0-2 Years?
6. What Is Your Venue Location And Brand?
CBD City
Suburban
Regional
7. What Incentives Or Perks Are On Offer?
Sales Bonuses and incentives
Free or Subsidised Meals
Uniforms
Free or Subsidised Carparking
Phone/Data
Conferences
Training and Development
Travel?
How To Recruit A Great Function or Event Co-ordinator
Know what you are looking for – Design Your Perfect Job Description
Position Descriptions – What They Will Do Including Role And Responsibilities
Person Description – Who They Are
Choose The Right Name For The Role
A great mantra is “Hire for Attitude & Train For Skills”
Build their Skills, Knowledge, Experience And Relationships Over Time.
ASKER – Your Recruiting Scorecard – Score Each Out Of 10 for a total of 50
Attitude – Motivation
Skills – Sales Skills And People Skills
Knowledge – Industry And Venue Operations
Experience – Practical Experience – Been There Done That
Relationships – External And Internal – Industry Connections And Venue Team
Learn to Understand People – It’s a great tool when recruiting
The performance & results you get will be determined by their mindset and habits and their skills & experience. This is determined by
Their Identity & Image – Self Esteem And Self Worth
Their Beliefs – including beliefs about money and their Pricing Confidence
What Sort Of Attributes are you looking for in your Function & Events team?
Accurate Record Keeping And Banking
Great Communication and Influencer Skills
Likes Learning & Continuous Improvement
An Eye For Detail – Attention To Detail & Organised
Digital Skills – Great With Computer And Software
You Can Tell A Lot About A Person Just By Looking At:
Their Car and how they keep it
Their Dog and how they treat it
The Words they choose and whether they Listen
Their Attire & Grooming – How they present themselves
Their Reaction To Rejection and Set Backs – Freeze, Flight or Fight
How to Write a Great Ad when Recruiting that Attracts the right candidates
Mention the Things That Attract The Right Person To Your Role
Venue Brand Name and Culture/Values
A Great Team
Your Location
Awards Won
Benefits & Pay
Training Offered
Growth and career opportunities
Challenges and Excitement
Free Car Parking
Nice Uniforms?
Phone Or Data
Event Coordinator SAMPLE AD
Great Location
Established And Reputable Venue
Event Coordination
Sunday-Thursday Working Week
Our Venue, One Of (Locations)’s Leading Function Venues, Caters For A Wide Variety Of
Events Including Corporate Functions, Breakfasts, Luncheons, Dinner Dances, Cocktail Parties,
Meetings, Wedding Receptions, And Externally Catered Events.
Renowned For High Levels Of Personalised Service Coupled With High Quality Menu’s, (Venue)Has Recently Completed Renovations And Has A Proud Reputation As One Of The Most Elegant Function Centres In Melbourne.
Be Part Of A Young And Dynamic Team In A Growing Venue.
We Will Provide An Attractive Salary, Free Car Parking And Is Close To Public Transport.
Due To An Internal Promotion, We Are Seeking A Full Time Event Coordinator Whose Responsibilities Would Include But Are Not Limited To:
Coordinating Events To Ensure That They Are Completed Efficiently And Professionally, Including
Tasks Such As:
Establishing Rapport With Guests And Maintaining A High Level Of Service To Clients
Meeting With Clients To Discuss And Finalise Event Details
Arranging The Hiring Of All Event Equipment And Coordinating External Suppliers On Behalf Of
Clients
Taking Financial Control Of Events, Ensuring Contracts Are Signed And Managing Deposit And
Event Payments
Creating Event Sheets For The Functions, Outlining All Details Pertaining To The Event
Liaising With The Kitchen & Functions Manager Regarding The Events And Proceedings
Carrying Out Sales And Marketing Initiatives Including:
Assisting With Building Leonda’s Profile Online Through Social Media Activities
Post Event Follow Up With Clients To Obtain Feedback And Offer Assistance For Any Future Events
Big Hat Professional Services provides Hospitality Workshops, Webinars and Training on Sales, Service & Strategy using Experienced Trainers like Kevin.
Kevin Kosky is a skilled business communications trainer. He is a specialist on inbound phone skills, presentation skills and delivering sales presentations. Kevin is an expert teacher of face-to-face communication skills like sales, supervision and presentation skills.