Convention Services Manager

Overview

The Convention Services Manager at Omni Louisville Hotel is responsible for preparing and reviewing event documentation, coordinating with various departments, and ensuring consistent, high-level service throughout the planning, event, and post-event phases of property events. This position primarily handles small to mid-size events, including City-wide, Corporate, and State Association Conferences.

Responsibilities

• Covers all aspects of conferences as assigned by the Director of Catering & Convention Services, including food & beverage requirements, meeting space usage, audio-visual requirements, guestroom types and rooming lists, function room set up, group transportation, check-in and check-out needs, billing, telephone and internet requirements, box storage and delivery, power requirements, expected food and beverage outlet usage, business center requirements, entertainment, leisure activities, décor (to include floral) requirements.
• Prepares and reviews resumes for groups.
• Ensures all departments receive necessary information pertaining to the Conference.
• Pairs with the culinary team to create customized menus to fit client's needs and increase food and beverage revenues.
• Verifies contracted banquet meeting rooms in order to guarantee proper space has been assigned and that meeting rooms can accommodate requested set-ups.
• Verifies that all conventions adhere to company policies, fire department regulations, state liquor laws, and other applicable government regulations.
• Oversees contracted group room blocks to include cutoff, attrition, etc.
• Conducts pre-planning meetings to include necessary departments when requested by client.
• Entertains clients in a professional manner to establish closer working relationships.
• Initiates the method of payment process and assists the credit manager in all accounting procedures.
• Collects information to create master account estimates 90 days and 21 days prior to conference/event.
• Creates Banquet Event Orders (BEO’s) to review with the meeting planner.
• Receives signed event orders and provides these to the Credit Manager.
• Distributes BEO’s which includes all food and beverage and meeting requirements to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily BEO meeting.
• Attends required meetings including morning and afternoon Stand-Up Meeting, BEO Meeting, Resume Meeting, and Department Staff Meeting.
• Recommends appropriate “in-house” and/or preferred vendors for group related services to drive hotel revenue.
• Conducts pre-conference meetings with meeting planner and all appropriate department heads.
• During conference, ensures the meeting arrangements are to the meeting planner’s specifications. Ensures all on-site changes are managed efficiently.
• Available to meeting planner during conference through phone, email, and in person to trouble shoot any questions that arise.
• Arranges for post-conference meetings with the meeting planner and the Executive Committee when requested.
• Responsible for accurately forecasting all food and beverage events, on a monthly and yearly basis. Assists in forecasting guestroom revenue along with the Group Housing Coordinator.
• Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations.
• Uses their judgment to integrate current trends in event management and event design.
• Attend and actively participate in all pertinent meetings to include BEO, Resume, Cutoff, Daily Stand-Up, Daily Business Review, etc.

Qualifications

• A minimum of 1-3 years previous experience as a Conference/Convention Services Manager in a high-volume upscale hotel preferred.
• Must be able to work flexible hours to include weekend and holidays in order to meet the demands of a 24-hour operation.
• Excellent communication skills in all aspects: verbal, written and non-verbal.
• Bachelor’s Degree preferred.
• Appropriate, professional appearance and presentation.
• Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems.
• Knowledgeable in banquet set-ups and creativity in room decorations.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to work cohesively with co-workers both within and outside of the department.
• Ability to think clearly, quickly and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
• Stand, walk or sit for an extended periods or for an entire work shift.

Benefits

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is The Law poster is available using the following link: EEOC is the Law Poster. Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.