The conference manager role is to oversee and assist with the planning and production of meetings under the direction of the Director of Operations. The conference manager will work closely with the Senior Conference Manager on day to day tasks. The expectations and responsibilities of the Conference Manager are listed below. Most importantly, our company expects to maintain a healthy and positive working environment for all staff. We work as a team on many of the conferences and our number one priority is client satisfaction. A seamless event is our main goal when we pre-plan, with knowing we always are prepared for any mishaps. The conference manager will be expected to think ahead and plan for all possible scenarios. At our company we love what we do and have a true passion for meeting planning.
Maintain high-level of professionalism and competence when dealing with clients.
Work with lead of each conference to assist with client inquiries and concerns.
Develop process improvements based on emerging trends to enhance event planning
Obtain client feedback and make appropriate changes for improvements.
Maintain an organized email inbox and respond within 24 hours to all emails
Participate in the planning and coordination of all activities to successfully execute meetings and conferences.
Use Cvent to register attendees, sponsors, exhibitors, etc. for each conference.
Collect sponsor logos and add them to Cvent website(s)
Interact with clients to obtain meeting requirements and schedules.
Obtain meeting request orders, book meeting rooms and send confirmations to clients.
Maintain and manage hotel room blocks
Perform regular cross comparisons of conference attendees to hotel room block
Process all other additional requests such as room set-up, catering needs and audio visual requirements.
Assist in the procurement of promo items for conferences
Update conference website for latest events accurately.
Update master sheets for conference lead when requested.
Maintain meeting calendar and ensure event planning is on track.
Assist conference lead in submitting invoices for caterings, equipment, expenses and other amenities to clients.
Resolve booking conflicts in a timely and accurate fashion.
Respond to client calls and e-mails related to meeting set-up.
Onsite greet the participants and direct them to meeting room(s).
Help lead onsite with new requests of host before and during meetings.
Escalate complex issues to DOO or Senior Conference Manager for immediate resolutions.
Tracking various data using Excel: commissions, expenses, rooming lists, sponsors, etc.
Create and maintain conference books for each client to be used onsite.
Design emails in Cvent for various notifications pertaining to the conference.
Education: Minimum of an AA
Experience: At least three years in the hospitality/hotel/meeting planning industry; Cvent knowledge or another registration database system; Excel, Word, PowerPoint and Outlook.