YOUR ROLE

Build relationships with and expertise in the hospitality industry, to deliver good solutions at good rates, for every project.

Being the central point of communication and information regarding hospitality topics (including travel, accommodation, catering, staff accreditation) both internally and externally, both in event prep as at the event (coordination)

To support project Managers in fulfilling the hospitality needs of the project so they can focus on the project goals rather than the details.

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YOUR TASKS

Hotels

• Responsible for booking all rooms and event spaces required for staff, clients, ….
• Drafting room lists and keeping them up to date when changes are made.
• Briefing the hotel on the group requirements & specifics, as well as maintaining the relationship with the hotel as primary point of contact.
• Gathering any information needed for briefing the staff in the master file.
• Solving last-minute issues at the event for the staff and clients.

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Catering

• Determine menu choices considering customer requirements such as price and dietary requirements.
• Ensure the timing and quantity of food are respected during the event.
• Communicating the group requirements, specifics & timetable with the catering company. 
• Brief the catering parties (both crew catering and public catering) on our event specific needs, requirements, etc, as well as making sure they adapt their offer based on our needs. 
• Work with the catering parties on identifying the best possible approach & setup to guarantee an efficient, smooth and successful delivery of catering within the requested timeframes. 
• Responsible for both public & crew catering, as well as for any staff/client/group dinners during the event days. 
• Defining & ordering crew catering needs with (local) supermarket like sweets, drinks, coffee.

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Travel

• Organize player & staff travel including supervising communication with flight companies.
• Oversee who claimed their travel and accommodation towards these events.
• Enquire players & staff preferences for certain flights and if necessary, book them within the companys and/or project’s guidelines.

Staff Accreditation

• Manage documentation & information on staff requirements, in regards to their accreditation and on-site needs (f.e. access through badge/wristbands, staff shirt handout, management of radios/walkie-talkies, food vouchers…).
• Keep centralized file of all staff info (hospitality tracker). 
• Manage on site staff check-in & support.
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Administration

• Follow up the invoices and make sure that payments are made + invoices are made correctly.
• Make sure all info makes it to the project manager (budget) correctly. 
• Follow up the reimbursed payments that have to be refunded back to Fanfinity or visa versa.

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WHO WE ARE

Since 2014, Fanfinity has brought fans and brands together in the gaming industry.

We create and deliver fan experiences for gaming communities in Pokémon, Yu-Gi-Oh!, Magic: The Gathering, Flesh & Blood, Disney Lorcana, Star Wars: Unlimited, One Piece, League of Legends, Riftbound, CS:GO, Mario Kart, Splatoon, and more!

With more than 9 nationalities in our team of 25+ dedicated gaming and esports experts, we support our communities and clients (brands, conventions, tournament organisers & game publishers) all across Europe and beyond, from our offices in Ghent (Belgium) and London (UK). We love games and want to share our excitement with communities around the world.

We’ve hosted 200+ events in 14+ countries, welcoming 250.000+ fans, and as a fast-growing company, we’re looking to expand even further.

We also provide the gaming industry with solutions in logistics, e-commerce, consulting, retail marketing, corporate events, etc.

DIVERSITY MAKES US STRONG‍

We believe that a diverse team is what makes us strong. We value our differences and encourage everyone to be themselves at work. We welcome anyone from all backgrounds to join our team regardless of age, race, ethnicity, gender identity, sexual orientation, religion, and ability. We are committed to creating a culture of belonging in which we can all grow and succeed together.

Interested in joining us? ‍

We can't wait to hear from you!

‍Write us at hr@fanfinity.agency.

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