Conference Planning Manager - Leisure
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As a Conference Planning Manager, you will coordinate the activities of staff and conference personnel to make arrangements for group meetings and conferences.
Responsible for coaching the client by providing information and suggestions pertaining to conferences
Disseminates appropriate information to the operational departments and
Act as liaison between the clients and the operation in order to meet client’s needs and expectations.
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 making arrangements 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: Transportation forms, BEOs, Set-up sheets, Special needs, etc.
Attend weekly delivery meeting to review any changes in upcoming programs or special events.
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, on a daily basis, 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 the 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
Follows Aramark policies and procedures.
May be required to work overtime, nights, and/or weekends.
Additional tasks and responsibilities as requested by manager
Ideal candidates will possess a bachelor’s degree in Hospitality or other related field preferred.
Minimum three years of Conference Planning/Event Planning experience in a management role, preferably in hotel/conference center environment.
Delphi sales and catering software experience is highly preferred.
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.
SGMP and/or MPI membership is desirable
If interested, submit résumé to: