A Day in the Life of a Reservations Co-ordinator

Hi, I am Tracey Gibson, the Reservations Co-ordinator at Horizon Leeds. Here is a day in the life of me.

Morning Routine:

My day begins with the joyful chaos of my two Romanian rescue dogs, Luna and Emily. Luna, always the more excitable of the two, jumps all over me as soon as I wake up, followed closely by Emily. Their enthusiasm is infectious and sets a positive tone for the day ahead.

After a few minutes of cuddling and playtime, I continue my morning routine. Doing my makeup and straightening my hair is a must before I even think about leaving the house. It’s my little ritual that helps me feel prepared and confident for the day.

My husband, Nick, drops me off at work on his way to his office in Leeds. This daily commute together gives us a chance to catch up and share a few moments before our busy days begin.

Arriving at Work:

I arrive at the venue and quickly grab breakfast and a coffee. Toast, crumpets, or flapjacks are my go-to choices, providing the energy boost I need to start the day. With my breakfast in hand, I head to my desk and turn on my laptop, sign into emails, the phone system, and the booking system.

The first task is to check what has come into the sales inbox overnight. I like to ensure that all new enquiries are answered within 24 hours, so I prioritise responding to these messages promptly. It’s important to me that our clients feel valued.

From 8 am onwards, clients and delegates start to arrive. I introduce the client to the operations lead for the day and direct delegates to their respective rooms. This initial interaction sets the tone for their experience at our venue, and I strive to make it as welcoming and smooth as possible.

Mid-Morning Tasks:

Next, I check the task diary in the booking system. This helps me see if clients provisionally need any assistance or further information. I send out customer summaries for confirmed events, which include all the necessary details about the venue, nearest parking options (including our discount code for CitiPark), and contact information for our operations team.

Throughout the day, I chat with our lovely clients on the phone, answering any queries, helping them with their menu choices, and ensuring they have the correct AV equipment for their event. I particularly enjoy working on enquiries that provide lots of information about the event, as it helps me get a vision of what the client wants. This allows me to elaborate on ideas or equipment we can offer.

Afternoon Duties:

Our suppliers are like an extension of our team, so checking in with them regularly is a must. At Horizon Leeds, we believe in providing a tailored experience for each client, and regular contact with our suppliers is essential to achieve this.

As the day progresses, I continue to assist clients and delegates, ensuring everything runs smoothly. I enjoy the dynamic nature of my role, where no two days are the same and each event brings its unique challenges and rewards.

End of the Day:

As the day winds down, I say goodbye to delegates and clients leaving the venue. It’s satisfying to see them depart with smiles, knowing that we’ve contributed to a successful event.

Nick picks me up, and we head home together. Upon arriving home, Luna and Emily are ecstatic to see me. Luna, being the more nervous dog, always needs extra cuddles and fuss to feel relaxed. I spend some time with her, providing the comfort she needs.

Evening Routine:

Feeding the dogs is next on the agenda. They are quite fussy eaters, so their food must be warm. These pampered pooches certainly know how to get the royal treatment!

Then, it’s time to make our tea. As a vegan, I love trying new products and recipes. My dual air fryer is my best friend in the kitchen, making cooking quick and easy. We settle on the sofa to watch a true crime series or an action movie before bedtime, winding down from the day’s activities.

Reflecting on my day, I feel grateful for the opportunity to make a positive impact on our clients’ experiences. Each day brings new challenges and rewards, and I look forward to what tomorrow will bring.