SUMMARY:

The Convention Services Manager oversees all group-related communications with hotel departments, ensuring seamless coordination of events. They meet with clients to understand their needs, manage room reservations and setup, and communicate event details across teams. Their goal is to ensure every function runs smoothly and meets company standards and client expectations.

EXPERIENCE/QUALIFICATIONS:

• Minimum 2 years of related convention services experience required.
• Prior experience in Convention Services in a resort-type facility is preferred.
• Minimum two years of related management experience required.
• Ability to lift up to 25 lbs. frequently and 50lbs infrequently.
• Must be able to legally work in the USA.

EDUCATION AND CERTIFICATION(S)/LICENSE(S):

• Bachelor’s degree in Hospitality Management or related field preferred.
• Certified Meeting Planner (CMP) preferred or previous similar training.

• Communicates directly with the group/customer contact. Collects all pertinent information to facilitate a successful conference.
• Works with sales department manager as a partnership and maintains open lines of communication.
• Uses computer programs effectively — V1, Outlook, Word, and Excel.
• Handles pre-planning meetings with the group contacts to gather all needs of the group prior to arrival.
• Responsible to coordinate and communicate the Group Resume, Program Outline, Banquet Event Orders, VIP Amenities and Production and Exhibit load-in and load-out. In addition, if applicable, Security, Re-Key Requests.
• Has strong knowledge in food and beverage.
• Is familiar with hotel Banquet Menus and knowledgeable of items on the menus.
• Manages the group room block. Communicates reductions and additions accordingly.
• Sends reminder letters to customer regarding due dates for group rooming cut-off, and other needed information.
• Attends weekly departmental staff meetings, weekly group pick-up meetings, weekly hotel staff meetings, daily Banquet Event Order meetings, and other meetings as requested.
• Coordinates and facilitates the group’s pre-convention meeting.
• Keeps an open line of communication with the hotel operating departments throughout the duration of the group’s conference.
• Is available 24 hours to the meeting planner/group contact while the meeting planner/group contact is on site at the hotel.
• Meets with group’s vendors to ensure all load-in and load-out times and procedures are coordinated effectively.
• Understands Fire Code Regulations throughout the hotel convention space.
• Knows rigging capacities and allowable hanging locations.
• Is knowledgeable of banner and sign permitted placement.
• Knows function space capacities, ceiling heights, floor weight restrictions, load-in and load-out areas and ‘flow’ of traffic.
• Has extensive general knowledge of the hotel, its policies, and its services.
• Organizes group post-convention meeting and reviews departmental success and opportunities.
• Prepares and distributes Post-convention Report to operation Department Heads.
• Must be honest and must be of complete integrity as they deal with vendors which may provide opportunity for gifts larger than token value, and determine any inappropriate offers and report such to his/her supervisor.
• Comply with the company’s drug-free and tobacco/nicotine-free policy.
• All other duties as assigned.