Conference Planning Manager

Our 940 finely-appointed guest rooms and suites offer guests an amenity-rich retreat, fitted with modern touches that make every stay an exceptional experience, and our world-class conference center provides more than 75,000 square feet of flexible meeting and event space. Visit the famous museums and sights of the University of Oklahoma, just two miles away, or take a short drive to Downtown Oklahoma City to make the most of your time surrounded by the best of the Sooner State.

As a Conference Planning Manager, you will coordinate the activities of staff and conference personnel to make arrangements for group meetings and conferences. Coaches the client by providing information and suggestions pertaining to conferences. Disseminates appropriate information to the operational departments. Acts as liaison between the client and the operation in order to meet client's needs and expectations.

Job Responsibilities

• Receives upcoming meetings through direct contact with clients and requests from property management system.

• Works with operations and sales staff to discuss all logistical details of conference and may work directly with client.

• Provides client with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.)

• Assists client with and any special need/request by planning with vendors. (Flowers, decorations, off-site dinners, etc.)

• Coaches’ client through the different planning phases to obtain necessary information in a timely manner.

• Relays all conference details to necessary departments: outside caterers, Transportation forms, BEOs, Set-up sheets, Special needs, etc.

• Creates a "resume" for the conference including all necessary information.

• Attend weekly delivery meeting to review any changes in upcoming programs or special events. Relays all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Special needs, etc.

• Distributes and discusses group resume in weekly information meeting.

• Remains available and approachable throughout all planning phases to handle all questions and/or changes from the client.

• At onset of conference, meets with client (if available) and checks meeting and function space to make sure client's needs have been met.

• Inspect status of meeting or classroom set-ups. Make a note of any changes that are inconsistent with the list dailies and BEO’s and take immediate corrective action.

• During room inspection, notify the appropriate departments for items, which may be missing from set-up instructions. Example: tables, skirting, water, A/V etc. Ensure that all items are followed up on.

• Monitor, daily, Delphi’s list dailies and banquet event orders to ensure information is up to date and accurate.

• At the end of conference, follows-up with client to maintain good-will and generate future business.

• Sets up debriefing meeting with client to discuss both positive and negative aspects of the conference.

• Maintain organized, legible, and coherent customer files for every group, including copies of all correspondence, pricing, financial documents, function sheets and all other documents as required by the client.

• Coordinates all technical training for staff members and approved others, including room and equipment scheduling.

• Represent ARAMARK and the William F. Bolger Conference Center in such a manner as to enhance their reputation.

• Follows Aramark policies and procedures.

• May be required to work overtime, nights, and/or weekends.

• Additional tasks and responsibilities as requested by manager.

Qualifications

Education: Associate Degree or bachelor’s degree in hospitality or another related field preferred.

Experience: Must have strong time management skills, customer service, and attention to detail and be able to perform various tasks simultaneously.

• Must possess strong communication and interpersonal skills to effectively deal with clients.

• Must work well independently and as a team member.

• Computer skills necessary.

• Requires a working knowledge of MS Word, PowerPoint, and Excel, basic computer, and internet skills. Delphi sales and catering software experience is highly preferred. SGMP and/or MPI membership is desirable.

• The ability to manage in a diverse environment with focus on client and customer services is essential.

2-4 years of hotel and convention management/supervisory experience increasing degrees of responsibility attained.

Education