Hotel Convention Services & Event Planning Manager

The Convention Services & Event Planning Manager is responsible for planning and coordinating assigned groups and events following turnover from the Sales Team. This position serves as the primary planning contact for the client and works closely with hotel departments to ensure event details are accurately communicated and executed. The role requires strong organization, client communication, operational awareness, attention to detail, and the ability to manage multiple events and priorities at the same time.

Essential Responsibilities

Serve as the primary planning contact for assigned groups and events following turnover from Sales.
Review contracts and event details to ensure client expectations and hotel commitments are clearly understood.
Coordinate meeting space, food and beverage, audiovisual needs, guestroom blocks, transportation, amenities, billing, and special requests.
Prepare and maintain accurate BEOs, group resumes, timelines, diagrams, and other operational documents.
Maintain current group and event information in Delphi, Opera, and applicable hotel systems.
Track planning deadlines, guarantees, rooming lists, menu selections, deposits, and other required information.
Coordinate closely with Banquets, Food & Beverage, Culinary, Front Office, Reservations, Housekeeping, Engineering, Finance, Security, Valet, Membership, and other hotel departments.
Participate in BEO meetings, resume meetings, pre-convention meetings, site visits, and client planning meetings as needed.
Ensure VIP details, special requests, event timing, and changes are clearly communicated.
Maintain visibility during key portions of assigned events and respond promptly to client or operational concerns.
Follow up with clients after events and communicate feedback or future business opportunities to the Sales Team.

Revenue & Financial Responsibilities

Understand contracted food and beverage minimums, room rental, concessions, upgrades, and other event-related revenue.
Identify appropriate opportunities to enhance the client experience and increase event revenue.
Ensure changes, concessions, complimentary items, and special arrangements are documented and approved.
Support accurate billing and assist with resolution of client billing questions.

Performance Expectations

Take ownership of assigned events from turnover through completion.
Manage multiple groups, deadlines, and changing priorities effectively.
Communicate proactively with clients and hotel departments.
Use sound judgment, anticipate potential issues, and escalate concerns appropriately.
Maintain strong attention to detail, follow-through, and professionalism.
Build strong working relationships across Sales and hotel operations.
Support the service standards and culture of Sitio El Tropicano.

Qualifications

2–3 years of experience in convention services, event planning, catering, hotel sales, banquet operations, or a related hospitality role preferred.
Full-service, luxury, lifestyle, resort, convention, or upscale hotel experience preferred.
Strong understanding of hotel event operations and event documentation, including BEOs and group resumes.
Strong written and verbal communication skills.
Excellent organization, time management, and attention to detail.
Ability to manage multiple events and priorities simultaneously.
Delphi experience strongly preferred; Opera experience preferred.
Proficiency with Microsoft Office Suite and ability to learn new systems quickly.

Schedule Requirements

This position requires flexibility based on hotel and event needs, including occasional early mornings, evenings, weekends, holidays, group arrivals, and key event periods.

Service Standard

At Sitio El Tropicano, every event should be thoughtfully planned, clearly communicated, and carried through with care. The Convention Services & Event Planning Manager helps ensure the experience promised to the client is delivered successfully from planning through execution.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

Employee assistance program
Employee discount
Flexible schedule
Health insurance
Life insurance
Paid time off
Referral program
Vision insurance

Work Location: In person