Event Planning/Conference Services Manager

Description

CASCADA | THERMAL SPRINGS + HOTEL

Event Planning / Conference Services Manager

Portland, Oregon | Full-Time, Salary | Reports to Director of Sales

About CASCADA

CASCADA Thermal Springs + Hotel is a LEED Platinum designed wellness destination in Portland’s Alberta Arts District, bringing together residential-style guestrooms, Thermal Springs + Spa, treatments, dining, movement, and thoughtfully designed gathering spaces. Our approach to hospitality is personal, attentive, and grounded in exceptional execution.

Position Overview

The Event Planning / Conference Services Manager assumes full operational ownership of confirmed groups and events. This role serves as the client’s primary planning contact and the hotel’s accountable event lead, driving every detail from initial planning and internal coordination through onsite execution, final billing, and post-event closeout.

Success requires proactive leadership, strong follow-through, and a visible onsite presence. The manager anticipates needs, makes sound decisions within approved parameters, resolves issues in real time, and ensures that commitments made to clients are accurately communicated and delivered. This is a hands-on role.

Core Responsibilities

End to End Program Ownership

· Take ownership of each confirmed event immediately upon receipt; review the contract, concessions, scope, deadlines, room block, billing, and all commitments before contacting the client.

· Establish and maintain direct, responsive communication with planners; independently lead planning calls, manage deadlines, identify missing information, and follow through.

· Develop and maintain a comprehensive program timeline, including guest arrivals, setup, meals, breaks, activities, room changes, vendor access, and departure logistics.

· Maintain a current, accurate source of truth in hotel systems; promptly communicate changes and confirm execution responsibilities with all affected departments.

· Identify thoughtful opportunities for additional revenue and enhanced guest experiences, including dining, wellness, and event services, in coordination with Sales, Wellness, and Food and Beverage Leadership.

On Site Leadership + Event Space Stewardship

· Serve as the designated onsite lead for assigned programs, including arrival, critical transitions, key functions, and departures, as the event requires. Maintain visibility and accessibility to clients and operating teams.

· Personally inspect meeting and event spaces before each function; verify cleanliness, room configuration, AV readiness, signage, lighting, temperature, supplies, food and beverage stations, and presentation standards.

· Own the readiness and presentation of event spaces between programs in partnership with Housekeeping and Facilities; coordinate and participate in setups, resets, refreshes, and strikes, and assist physically.

· Lead pre-conference and internal operations meetings; clarify departmental ownership, staffing, timing, contingencies, and client expectations.

· Respond to last-minute changes, service issues, and unexpected needs with urgency and judgment; coordinate recovery solutions and keep leadership informed of material concerns.

· Remain engaged through event completion, including final room inspections, equipment/material[i] set up and removal, client departure, and documented post-event billing and follow-up.

Documentation, Financial Accuracy + Controls

· Prepare, distribute, and maintain accurate banquet event orders (BEOs), group resumes, rooming lists, VIP reports, diagrams, signage, and operational instructions by established deadlines.

· Verify that BEOs and resumes reflect contracted commitments and the latest client approvals; obtain required signoffs and distribute revisions with sufficient lead time.

· Track room-block pickup, cutoffs, attrition exposure, deposits, guarantees, and payment milestones with Sales, Revenue, and Finance.

· Confirm master-account routing, individual-pay arrangements, hosted charges, and authorized additions; reconcile final event charges and resolve discrepancies promptly.

· Maintain documented client approvals for scope, pricing, and changes; escalate contractual or financial exceptions to the Director of Sales before committing the hotel.

Cross Departmental Partnership

· Work closely with Front Office, Food + Beverage, Culinary, Spa, Housekeeping, Engineering, Sales, and hotel leadership to ensure coordinated execution.

· Partner with Culinary and Food + Beverage on menus, dietary needs, guarantees, service timing, staffing, and guest experience.

· Coordinate outside vendors, deliveries, production schedules, audiovisual requirements, and any necessary access or approvals.

· Support site visits, client walkthroughs, networking, and training as directed; share actionable client feedback and repeat-business opportunities with Sales.

Schedule + Availability Expectations

This position follows the needs of confirmed business rather than a fixed Monday to Friday schedule. Early mornings, evenings, weekends, holidays, extended days, and consecutive days of onsite coverage may be required.

Requirements

Qualifications

· Minimum 2–4 years of relevant conference services, event planning, catering, or group operations experience; prior ownership of complex, multi-day programs strongly preferred.

· Demonstrated ability to independently manage multiple confirmed events, meet deadlines, direct cross-functional execution, and remain accountable through final closeout.

· Working knowledge of banquet operations, food and beverage, event-space logistics, room blocks, billing, and hotel service standards.

· Excellent written and verbal communication, client judgment, organization, prioritization, and problem-solving skills.

· Proficiency in Microsoft Office; Event Temple, Mews, Cvent, diagramming software, or comparable hospitality systems preferred.

· Ability to remain professional, composed, decisive, and solutions-oriented during busy or changing programs.

· Ability to assist with event setup and breakdown, including moving equipment and materials, with or without reasonable accommodation; lifting requirements and safe handling procedures will be defined by the hotel.

· Flexibility to work the event-driven schedule described above and maintain a reliable onsite presence.

· Bachelor’s degree in hospitality, business, event management, or a related field preferred; passion for wellness, sustainability, and independent hospitality valued.

Equal Opportunity

CASCADA PDX LLC is an equal opportunity employer committed to diversity and inclusion. If you need accommodation during the application process, please contact our hiring team directly.