Convention Services Manager

Pay Range: USD $50,000.00 - USD $60,000.00 /Yr. Job Description:

Hotel Equities, a multi-award-winning hotel development and hospitality management company, is currently seeking an exceptional Convention Services Manager to join our team.

 

Our team members don’t just come to work; they join a mission focused on becoming an extraordinary lodging company. In doing so, they are accepted and encouraged to grow, have fun, and develop lifelong skills. If you want to build relationships, explore your untapped talents, and make a difference every day, we encourage you to apply!

 

The Convention Services Manager plans and coordinates meetings, conventions, banquets, and group events at a full-service hotel. Serving as the primary contact after an event is booked, this role works closely with clients and hotel departments to ensure all arrangements are accurate, service expectations are met, and events run smoothly.

 

Key Responsibilities

Event Planning and Client Service

• Serve as the primary point of contact for assigned groups from the sales handoff through final billing and follow-up.
• Meet with clients to confirm event schedules, attendance, meeting room setups, menus, audiovisual needs, and special requests.
• Conduct planning meetings, site visits, and pre-convention meetings.
• Prepare and distribute accurate banquet event orders, event resumes, and related documents.
• Communicate deadlines, payment requirements, guarantees, and changes to clients and hotel teams.
• Maintain a professional, responsive relationship with clients, meeting planners, vendors, and guests.

Hotel Operations and Event Execution

• Coordinate event details with Banquets, Food and Beverage, Culinary, Front Office, Reservations, Housekeeping, Engineering, Security, and Accounting.
• Review room blocks, rooming lists, VIP arrangements, arrival patterns, and group transportation needs.
• Confirm meeting space assignments, room setups, signage, accessibility needs, and audiovisual arrangements.
• Monitor events on-site, address concerns promptly, and communicate changes to the appropriate departments.
• Participate in daily operational meetings and lead event briefings as needed.
• Coordinate outside vendors and verify that their arrangements meet hotel requirements.
• Support compliance with hotel policies and applicable food safety, alcohol service, fire, and occupancy requirements.

Revenue and Financial Management

• Recommend menu upgrades, service enhancements, and additional hotel offerings that meet client needs.
• Track event revenue, attendance guarantees, deposits, and contractual commitments.
• Communicate additional charges and obtain client approval as required.
• Review banquet checks and final invoices with hotel departments to support accurate billing.
• Assist with event forecasts and departmental reporting.

Administration and Follow-Up

• Maintain complete, organized records in the hotel’s sales and event management system.
• Track planning milestones and ensure departments receive current event information.
• Conduct post-event follow-up, gather feedback, and identify opportunities for improvement.
• Partner with Sales to encourage repeat bookings and strengthen client relationships.

Qualifications

• Previous experience in hotel convention services, catering, event planning, or banquet operations; full-service hotel experience preferred.
• Strong organizational skills and the ability to manage multiple events and deadlines.
• Excellent written communication, interpersonal, and customer service skills.
• Working knowledge of banquet operations, meeting room setups, food and beverage service, and group accommodations.
• Ability to interpret contracts, prepare event documents, and review billing details.
• Proficiency with Microsoft Office and hotel sales or event management software.
• Ability to remain calm, exercise sound judgment, and resolve problems during busy events.
• A degree in hospitality management or a related field is preferred; equivalent experience will be considered.

Schedule and Work Environment

This position requires a flexible schedule, including evenings, weekends, and holidays based on event needs. Work takes place in office areas, meeting rooms, banquet spaces, and other hotel locations.

 

Physical Requirements

The role involves walking event spaces, standing for extended periods, and occasionally moving light event materials. Essential duties may be performed with reasonable accommodation.

 

Measures of Success

• Client satisfaction and repeat business.
• Accurate, timely event documentation and communication.
• Smooth coordination between hotel departments.
• Achievement of event revenue goals.
• Accurate billing and prompt resolution of client concerns.