Conference & Event Planner

Come grow your career as a Conference & Event Planner!

The Conference & Event Planner at the historic Hotel 24 South will plan and manage conferences and events after the sales booking process in complete. Duties involve coordinating and negotiating meetings/functions, rooms, menus and all related requirements for large groups, maximizing room and meeting space, revenues and profits while ensuring a quality product.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Finalize food, beverage, and meeting room set-up requirements after group is

  turned over to conference services or during the negotiating process as needed

• Upgrade and upsell menus to achieve highest possible profit
• Provide Weekly Projections of banquet sales as related to budgeted sales and seek all upsell opportunities to generate additional revenue
• Be familiar with department’s Standard Operating Procedures and adhere to these guidelines
• Establish and maintain customer contact at all functions
• Promote energy conservation and aggressive hospitality programs along with achieving accident prevention goals
• Be prompt and accurate in completion of assigned projects
• Finalize BEOs by meeting with and telephoning customers . Once Business is Booked:
• Obtain necessary information to complete Banquet Event Orders in Delphi
• Work closely with sales manager to manage the room block and meeting space.
• Assist in arranging any off premise/outside activities for the client.
• Make transportation arrangements for group as necessary or requested.
• Complete coversheets to inform entire Hotel on upcoming groups
• Call contact after each function to insure satisfaction. Make appropriate notations in file.
• Follow-up on any comments requiring explanation or adjustments
• Convention Services Managers go over all requirements of program with client including:

  Time of function Type of Set Audio/Visual Requirement Coffee Breaks Menu

  Selection Number of People General Administration and Reports

• Making sure files are administratively sound
• Keeping file activity records updated in Delphi
• Monthly Room Reconciliation – Making sure Reservations and Sales Group Rooms information matches
• Monthly Diary Audit – making sure your personal journal entries are correct and that no tentative dates have passed Meetings
• Weekly sales Meetings – to bring up any positive or negative experiences of the week
• Staff/Forecast Meeting – to inform all Hotel departments about upcoming groups
• BEO Meeting – to go over specifics of each group on a daily basis with appropriate departments 

Education & Experience:

• High school diploma or GED plus at least three (3) years of experience in hotel convention services, sales, or banquet management; or any equivalent combination of education and experience which provides the above knowledge, skills and abilities. 
• A bachelor’s degree is preferred.
• Must have ability to effectively and efficiently utilize a variety of computer programs, i.e., Word, Excel, MICROS, property management system. 
• Knowledge of Delphi is preferred, but not required.
• This position requires the ability to work a flexible schedule including evenings and weekends.