Booking Manager

Mass Convention CenterAuthority•Boston, MA

9h•Onsite

About The Position

The Massachusetts Convention Center Authority (MCCA) owns and oversees the operations of various facilities such as the Thomas M. Menino Convention & Exhibition Center (MCEC), The Lawn On D, and the John B. Hynes Memorial Convention Center. We are committed to delivering world-class event experiences that drive statewide economic growth, foster innovation, and exceed customer expectations all while cultivating a workplace culture that values excellence, inclusivity, and employee well-being. This position is responsible for managing the day-to-day procedures and policies to book facility events, including using venue management applications and other related systems, in a timely manner. It involves generating facility contracts and managing the approval process for such contracts. The role serves as a liaison between the Boston Convention Marketing Center (BCMC) and MCCA operations, legal, and finance staff for all booking activities. The Booking Manager will review event profiles and contract information to generate accurate and complete Event Licensing Agreements, addenda, and reports efficiently. Finally, the Booking Manager serves as a key point of contact in event-related reporting and data gathering to help Authority personnel assess its business performance and future outlook.

Requirements

Bachelor’s degree
Knowledge of state-of-the-art computer word processing and analytical tools such as Microsoft Excel, Word, and Outlook.
Organizational skills
Professional maturity
Ability to maintain confidentiality
Well-organized individual
Team player
Ability to relate to people at all levels of an organization
Excellent communication skills
Flexibility
Committed to the MCCA’s Mission

Responsibilities

Manages the day-to-day procedures and policies to book facility events, using venue management applications and other related systems.
Generates facility contracts and manages the approval process for these contracts.
Serves as a liaison between the Boston Convention Marketing Center (BCMC) and MCCA operations, legal, and finance staff for all booking activities.
Reviews event profiles and contract information to generate accurate and complete Event Licensing Agreements, addenda, and reports.
Serves as a key point of contact for event-related reporting and data gathering to assess business performance and future outlook.
Develops and maintains a strong working relationship with the sales departments of the BCMC.
Communicates regularly and effectively with BCMC Sales personnel in booking convention space at the Hynes, BCEC, and Lawn on D.
Implements all required policies and procedures to maintain a correct book of business that is continually audited for accuracy.
Trains MCCA and BCMC staff on the Authority’s venue management system as needed.
Acts or directs staff to act as Liaison between the BCMC and other Authority Staff.
Produces or directs the production of reports on a weekly basis and/or as needed for the MCCA and BCMC staff.
Creates bookings for internal meetings, construction holds, space holds, and operational holds or any other categories used by the Authority for the use of space.
Sends Quarterly reports of Definite Business to the Massachusetts Department of Revenue.
Closes out or directs the closing of all events based on post reports generated by the food & beverage provider.
Transitions events through various statuses in Showbiz beginning from inquiry to facility contract with Sales then to close out events for Event Services and Accounting.
Validates all tentative and facility contracted events booked by the BCMC, including securing or providing required Authority approvals per adopted standard operating procedures documents.
Creates, processes, and completes contract forms, verifies accuracy repeatedly throughout cycle, or directs others staff to carry out similar activities.
Develops and maintains a system, in partnership with BCMC, to track pending business opportunities, including projected contract dates, anticipated or requested language or financial changes to adopted standard policies, and responsible MCCA or BCMC staff person to whom various items may be assigned for resolution.
Develops and maintains a system for retention of Event License Agreements and Addendums.
Uploads documents to DocuSign as needed and oversees the flow of progress in executing such documents.
Works closely with the Legal team (including the General Counsel, Associate General Counsel, and Assistant General Counsel) as well as the Chief Financial Officer and other finance personnel in the contract phase to ensure all legal and financial edits are approved by the necessary parties.
Develops a knowledge and understanding of the booking activities of the BCMC in order to organize and document a systematic means to identify potential problems and their prevention.
Attends weekly sales meetings alternating between the Citywide Convention Sales & Hotel Relations Group and the Event & Media Sales departments of the BCMC.
Attends monthly Lawn on D sales meetings with the MCCA, Event & Media Sales department, and representatives from Rebel Restaurants.
Compiles, generates, and maintains Standard Operating Procedures (SOPs) related to various aspects of booking an event.
Creates and maintains a training binder for all tasks related to the Booking Manager’s job for a back-up to use as a quick reference guide.
Owns and updates the Authority’s Data Tracker as business practices and data entry change overtime within the organization to ensure compliance with best practices for data integrity and performance reporting standards.
Researches and gathers information on best practices and industry changes with respect to booking in the hospitality and venue management industries to keep Boston a leader among its peers in this area.
Prepares regular and ad hoc pacing reports for Authority leadership, and provides analytical and assessment-focused summaries necessary to help evaluate current and future conditions of the MCCA’s venue facilities.
Serves as key point of contact for General Manager for procurement, enhancement and deployment of the Authority’s venue management applications.
Works independently on special projects as needed.
Supervises the daily activities of one or more full-time or part-time employees hired to support the MCCA’s booking activities.