Checklist
>
Reports to
Club Functions Coordinator
>
Department
Member & Customer Services
>
Reportees
Nil
>
Liaison with
MCC staff, in particular MACS and Club Services teams, members and guests, Epicure &
Spotless staff and relevant suppliers
>
Job Goal
To provide a high level of support to the Club Functions Coordinator in
successfully managing and coordinating all member and various club functions and
events and continually seek value-added opportunities and benefits via the
provision of functions and events for members.
> Accountabilities
>
Policy and Planning
 Provide input into the implementation of an annual calendar of events and functions (including
budgets)
 Provide input into the development and implementation of innovative and relevant value-added
functions and events for members
>
Organising and Operating

As directed by the Club Functions Coordinator, ensure that delegated operational activities required
to successfully stage member/club functions and events are completed in a timely and efficient
manner.
These may include any of the below tasks required for the successful delivery of functions
and events:
Planning
Document1

Decide concept

Determine theme and target audience

Prepare business case and budget

Assess resources (can we do it with existing resources?)

Select and arrange talent

Prepare collateral – promotional material, booking forms etc

Liaise with Communications team re function promotion (emails, newsletters, social media)
PAGE 1 OF 2
REF#CFE201211
CLUB FUNCTIONS EXECUTIVE
MELBOURNE CRICKET GROUND
POSITION DESCRIPTION
MEMBERSHIP & HERITAGE DEPARTMENT March 2014
Checklist

Liaise with hospitality partner re catering, room set-up etc.

Prepare VIP invite list / send invitations / record RSVPs

Determine booking processes and on-sale dates

Process bookings

Monitor budget/forecasts

Make arrangements with other external suppliers as required (AVD, HTH etc)

Arrange staffing/hosts

Prepare running sheets
Event Execution

Check room set-up

Arrange briefings with talent, caterers, AV, hosts, security and other relevant function stakeholders

Display table listings, seating plans, name tags

Monitor and control stage management
Post Function

Prepare, send, record and analyse function evaluations

Reconcile function P&L with budget/forecast

Prepare or assist in providing reports and images to Communications team for publication in website, newsletter and
social media outlets


Conduct internal debrief

Send thank you/appreciation messages as required
Liaise with and provide assistance where appropriate to Club Services team colleagues responsible for
assisting sporting sections and special interest groups with the management of their functions.

Enhance and review existing functions/events while also seeking additional relevant functions, events
and services that will provide members and their guests with a range of high quality entertainment
that will add value to membership.
>
>
Monitoring and Control

Monitor performance against function/event budget

Monitor and assess performance of caterers and MCC staff working at functions/events


Monitor and action items in MCC Functions email inbox
Comply with MCC health and safety policies and procedures
Personal Interaction
Document1
PAGE 2 OF 2
REF#CFE201211
CLUB FUNCTIONS EXECUTIVE
MELBOURNE CRICKET GROUND
POSITION DESCRIPTION
MEMBERSHIP & HERITAGE DEPARTMENT March 2014
Checklist

While the person in this role reports to the Club Functions Coordinator, they will primarily work
unsupervised once tasks have been allocated. Regular interaction with relevant MCC management, staff,
members and their guests, invited VIPs and key suppliers will be essential.
>
Qualifications and Skills

Tertiary qualifications preferred

Strong and relevant experience in hospitality and function/event management

Experience in service based or hospitality industry

Experience in sporting, club and/or venue industry

Strong computer skills including MS word, excel and powerpoint and database exposure

Good communication skills both written and verbal

Excellent organisation and time management skills – self motivator

Sound financial skills in budgeting and event/function reconciliation

Excellent customer service and people skills

Ability to innovate and think “outside the square”

High level of attention to detail

Ability to problem solve efficiently and courteously

Demonstrates commitment to MCC values.
Document1
PAGE 3 OF 2
REF#CFE201211
CLUB FUNCTIONS EXECUTIVE
MELBOURNE CRICKET GROUND
POSITION DESCRIPTION
MEMBERSHIP & HERITAGE DEPARTMENT March 2014