This is responsible work in sales activities for the municipal convention center.
Nature Of Work
An employee in this class is responsible for performing tasks of more than average difficulty involving marketing and booking functions at the Tampa Convention Center (TCC). Under general supervision, employees coordinate activities related to lessee needs. Considerable initiative and independent judgment are required in formulating recommendations for consideration by department management. The exercise of considerable tact and courtesy is necessary in dealing with the public. Positions might require that work be performed on weekends and during irregular hours. Work is reviewed through reports submitted, public response, and results obtained.
Examples of Duties
Obtains clients for the convention facility; coordinates bookings to include quoting rates and determining availability of dates; assembles information needed for contract preparation; provides follow-up on contract documents. Contracts clients to hold dates and space; makes sales file; keeps accurate records on discussions and communicates with operations on particular needs and requirements; sets up meetings; informs client on outside caterer, security/police, insurance, and rental costs. Maintains contact with client and reviews dates, times and costs for event; issues contract and insurance certificate; sends letter confirming information. Makes any changes and updates on event sheet for handout; checks on payments made and if insurance was received; reviews with other staff as needed to keep them informed; calls client with any changes or clarifications which arise; sets up meetings for major events with decorator, operations, caterer, and other involved parties. During event: checks with client on status of event and any problems or questions; informs staff of any changes or needs of client; makes all notations in sales file of discussions. Prepares scales and diagrams of the convention facilities to determine prices to be charged for various seating locations. Serves as liaison with Tampa/Hillsborough Convention and Visitors Association for events scheduled beyond eighteen (18) months. Participates at trade shows, conventions, and community functions. Conducts site tours through the TCC for the general public and prospective clients; creates bid proposals enticing events to come to the TCC; assists clubs and civic groups with meetings and annual picnics. Creates event documents outlining final negotiated lease fees for accounting department to generate contract. Prepares event data outline as a guide for other departments; maintains client base for future bookings. Institutes collection procedures on delinquent accounts. Represents the department at various conferences, seminars and workshops to obtain/exchange information. Performs related work as required.
Knowledge, Skills & Abilities
Considerable knowledge of: municipal convention facilities operation; convention center or closely related sales; principles, practices and techniques involved in management of public events; groups which utilize convention facilities; effective marketing and public relations methods and procedures.
Working knowledge of: applicable municipal rules, regulations, procedures, and functions; the hospitality industry and the Tampa Bay Area as a destination.
Ability to: clearly and effectively communicate both orally and in writing with prospective clients, TCC management and employees as well as other industry partners; devise creative solutions and sell those ideas to others; prepare reports and proposals and document details to other operational departments; work independently; follow complex oral and written instructions; maintain accurate records; establish and maintain effective working relationships with other employees, officials, promoters, and the general public; conduct site tours and sales presentations in front of large groups.
Graduation from an accredited college or university with bachelor’s degree in public or business administration, marketing, sales, hotel/restaurant management or a related field and one (1) year of experience in sales and marketing relating to convention or other meeting facilities; or an associate's degree in public or business administration, marketing, sales, hotel/restaurant management or a related field and three (3) year of experience in sales and marketing relating to convention or other meeting facilities.
Licenses or Certifications
Possession of a valid drivers license may be required.
Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.