Conference Services Manager

Conference Services Manager

The Conference Services Manager serves as the primary liaison between clients and the hotel, ensuring seamless execution of meetings, conferences, and group events from contract to completion. This role is responsible for planning, organizing, and managing all details related to group room blocks, meeting logistics, catering coordination, billing, and client satisfaction. The Conference Services Manager drives revenue through strategic upselling while delivering a high-touch, professional service experience that strengthens client loyalty and supports the hotel's financial goals.

Essential Responsibilities

• Partner with meeting planners to design and execute successful events that meet client objectives and align with hotel standards.
• Coordinate all aspects of assigned groups, including guest room blocks, meeting and banquet space, audiovisual needs, menus, décor, and transportation.
• Create detailed Banquet Event Orders (BEOs), group resumes, and internal communication tools that clearly outline event specifications for operational teams.
• Ensure flawless communication of event details across departments — including Banquets, Culinary, Front Office, and Engineering — to guarantee seamless delivery.

Client Relationship Management

• Serve as the main point of contact for clients from the initial planning phase through post-event follow-up.
• Conduct pre-conference meetings to review event logistics, introduce key hotel personnel, and confirm all details.
• Provide on-site support during events as needed to ensure guest satisfaction and immediate resolution of issues.
• Conduct post-conference evaluations with clients to gather feedback, address concerns, and identify opportunities for future business.

Revenue & Financial Accountability

• Maximize event profitability through effective upselling of menus, enhancements, and ancillary services.
• Accurately manage group billing, ensuring timely and complete posting of charges, review of banquet checks, and preparation of final invoices.
• Track attrition, cancellation fees, and other revenue-impacting items in accordance with contractual terms.
• Maintain awareness of budget goals and contribute to overall departmental revenue targets.

Communication & Collaboration

• Prepare and distribute accurate group resumes and BEOs to all departments to ensure consistent delivery of client expectations.
• Participate in weekly group pick-up meetings, pre-conference briefings, and post-event reviews.
• Maintain ongoing communication with Sales, Revenue, and Operations teams to ensure smooth transitions from booking to service.
• Exhibit a collaborative and professional approach when interacting with clients, vendors, and internal teams.

Systems, Organization & Compliance

• Maintain accurate, organized client information and event documentation in the CRM system (e.g., Delphi, Amadeus).
• Ensure compliance with all hotel policies, brand standards, and safety procedures.
• Protect financial assets through proper control measures and oversight of billing and contracts.
• Stay informed on industry trends and best practices to continuously enhance service delivery.

Required Knowledge, Skills, and Abilities:

• Ability to perform critical analysis and manage wide-range of information.
• Extensive knowledge of negotiating, principles and practices within catering sales, food and beverage, and sales procedures associated with the hotel industry.
• Excellent oral, written and presentation skills sufficient to produce sales and marketing communication that properly reflect the Foundation Image. Listen effectively.
• Ability to delegate, manage manpower and organize complex projects and establishes priorities consistent with department/hotel objectives. Communicate to both, guests and fellow associates, professionally and positively.

Physical Demands

• Outside sales calls, servicing groups, site inspections, attending meetings, travel and community/ industry functions
• Hotel tours, sales calls, trade shows

Benefits Package

• Competitive Salary
• Daily Pay!
• Team Member Hotel Discount Program
• Uniforms Provided for most positions
• Benefits - Health, Dental, Vision, Life Insurance, and other supplemental options
• Paid PTO
• 401k with employer match
• Food and Beverage Discounts
• Tuition Reimbursement