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SALES AND PUBLIC RELATIONS

SALES AND PUBLIC RELATIONS. ORGANISATION CHART. DIRECTOR OF SALES. BANQUET SALES. GROUP & CONVE-NTION. TRAVEL AGENT. LOCAL INIVIDUAL SALES. PUBLIC RELATIONS. GUEST HISTORY. RESPONSIBILITIES.

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SALES AND PUBLIC RELATIONS

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  1. SALES AND PUBLIC RELATIONS

  2. ORGANISATION CHART DIRECTOR OF SALES BANQUET SALES GROUP & CONVE-NTION TRAVEL AGENT LOCAL INIVIDUAL SALES PUBLIC RELATIONS GUEST HISTORY

  3. RESPONSIBILITIES • PLANNING –SALES PLANNING OF ALL HOTEL PRODUCTS PARTICULARLY BANQUET ROOMS AND GUEST ROOMS • POLICIES – ESTABLISHING SALES POLICIES; RATES, SIZE OF GROUP, DEPOSIT, COMMIS SIONS, DOCUMENTATION, COMPLIMENTARY ROOM, ROOM ALLOTMENTS

  4. RESEARCH- TO ASCERTAIN AND DEVELOP THE SOURCES OF BUSINESS, THEIR BEHAVIOUR, TRENDS ETC • DEPARTMENT MANAGEMENT- MANAGING SALES PERSONNELS AND SOP TO ENSURE DEPARTMENT FUNCTIONS ARE CARRIED OUR SUCCESSFULLY

  5. INTERDEPARTMENTAL COOPERATION- • INTERDEPARTMENT COMMUNICATION AND COOPERATION IS VERY IMPORTANT • TRAINING • BUDGET – OPERATE WITHIN BUDGET • INCENTIVES- MANAGE SALES INCENTIVES TO STAFF AND OTHER PARTIES

  6. DIRECT MAIL- MANAGE DISTRIBUTION OF SALES MATERIALS TO TARGET MARKET • INTERNAL SELLING – PROMOTE HOTELS TO LINKED CORPORATIONS

  7. GROUP AND CONVENTION • ROOM ALLOCATIONS- HOW MANY ROOMS BOOKED BY THE GROUP • PLANNING OF EVENTS- VARIES, A FEW HOURS TO 2 YEARS IN ADVANCE • CAN BE MORE – 5 YEARS AHEAD FOR LARGE CONVENTION • INCENTIVE GROUPS- PROGRAMS MAINTAIN BY LARGE COMPANIES/ORGANISATIONS

  8. EVENT COORDINATOR • WORK CLOSELY WITH GROUP LEADER/ORGANISER TO ENSURE THE EVENT IS HANDLED PROPERLY • ACTIVITIES- AIRPORT ARRIVALS, BAGGAGE HANDLING

  9. TRAVEL AGENT • TRAVEL AGENT SALES- WHOLESALES AND RETAIL TRAVEL AGENT MUST BE VISITED • TRAVEL AGENT REGISTERED WITH THE HOTEL DO NOT HAVE TO PLACE DEPOSITS WHEN BOOKINGS • DISCOUNTS – MAY BE VARY ACCORDING TO ROOM SALES

  10. BANQUET SALES • SEMINAR ROOMS SALES • WEDDINGS, DINNERS, DANCES, SOCIAL EVENTS, COCKTAILS, MEETINGS

  11. GENERAL LOCAL SALES • AIRLINES • TRAVEL AND TOUR OPERATORS • SECRETARIES • TAXI DRIVERS • PROFESSIONAL PEOPLE • EMBASSIES

  12. FLOWCHART OF HANDLING EVENT IN HOTELS’ BANQUENT FACILITIES

  13. GUEST LIST ROOMING LIST EVENT PROGRAM MEALS SEMINAR ROOMS SEMINAR EQUIIPMENT VIP LIST ENQUIRY/ SALES CALLS DEPOSIT/ GUARANTEE LETTER/LO FOLLOW UPS TENTATIVE BOOKING CONFIRMATION (CONFIRMATION LETTER) RESERVATION CHART- SEMINAR ROOMS/ GUEST ROOMS SITE VISIT, FOOD TESTING, QUOTATION LETTER ISSUE EVENT ORDER CANCELALTION HOTEL POLICIES HOUSEKEEPING CATERING/ EXECUTIVE CHEF FRONT OFFICE ENGINEERING BANQUET

  14. EVENT ORGANISING

  15. EVENT ORGANISING- PLANNING PHASE SPONSORSHIP SITE INSPECTIONS /QUOTATIONS CONFIRMATION LETTER/ DEPOSIT P L A N N I N G C O M M I T T E E REGISTRATION AND PAYMENT CONVENTION BUREAU CONSTANT COMM. WITH EVENT VENUE, HOTELS, SPONSORS, SUPPLIERS ETC VIP INVITATION LETTER LOCATION- CONFIRMATION CONFIRMATION LETTER TO PARTICIPANTS EVENT’S BUDGET INVITED GUESTS/ SPEAKERS EVENT 1ST ANNOU- CMENT- CALLING FOR PARTCPT ORGANISING COMMITTEE ARRIVAL AND SETTING UP AT EVENT VENUE EVENT SCHEDULE CONFIRM. ATION ACCOMMODATION *PRE CONFERENCE BRIEFING FINAL ANNOUNCEMENT SPEECHES / SEATING ARRANG EMENT PARTICIPATIONARRIVALS EVENT PAST HISTORY RECORD ON THE DAY PRINTING, WEBSITES AND PROMOTION ENQUIRIES/ PRE-REGIS TRATION

  16. ON THE DAY SETTING UP REGISTRATION PROCEDURE/COUNTER/ STAFF CHECK IN AT 3PM FINAL PLENNERY SESSION MEETING ROOM 1 PLENNERY SESSION REGISTRATION (TRADE) MEETING ROOM2 VIP ARRIVAL MEETING ROOM 1 PAID PART. MEETING ROOM2 CLOSING CEREMONY PLENNERY SESSION UNPAID PART. INFORMATION CHECK OUT AT 12 NOON OPENING CEREMONY/ KEYNOTE ADRESS ACTIVITIES/ TOUR PROG. VIP LOUNGE VIP ARRIVAL EXHIBITION (TRADE ONLY) EXHIBITION EXHIBITION REGISTRATION (PUBLIC) DAY 1 DAY 2 DAY3

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