Hospitality Specialist

About the role

The Hospitality Specialist will oversee accommodation and VIP hospitality for World Table Tennis events. Reporting to the Operations & Hospitality Senior Manager, the role blends logistical planning with on‑site guest experience, ensuring players, officials, sponsors and dignitaries receive seamless service.

Key responsibilities

• Calculate and manage room accommodation requirements for each event, based on delegation sizes, official quotas, sponsor allocations and VIP guest lists.
• Build and maintain room block calculations, tracking room types, occupancy, nights required and cost per stakeholder group.
• Negotiate room blocks and rates with hotel partners, monitor pick‑up/release deadlines and avoid attrition penalties.
• Reconcile accommodation costs against budget, flag variances and recommend adjustments as delegation numbers are confirmed.
• Coordinate with member associations, federations and sponsors to collect accurate accommodation requirements and traveller details.
• Manage special‑case rooming logistics for athletes, officials, media and accessibility needs.
• Plan and oversee the VIP lounge setup, including layout, catering, branding and service standards.
• Control VIP guest access in coordination with accreditation and security teams.
• Serve as the on‑site point of contact for VIP guests, resolving issues quickly and discreetly.
• Track VIP lounge costs and usage, providing post‑event summaries and improvement recommendations.
• Develop and produce the VIP program guide covering schedules, venue maps, hospitality offerings, transport and key contacts.

Required profile

Required skills