Conference Planner

Q Center•St. Charles, IL

9d•$60,000•Onsite

About The Position

The Conference Planning Manager (CPM) is responsible for planning, coordinating, and executing meetings, events, and conferences from contract turnover through on-site operation. This position manages programs of varying size and complexity, ensuring all logistical details—including room configurations, audiovisual needs, guest room requirements, and food and beverage—are accurately captured and communicated to internal departments. Acting as the primary liaison for assigned groups, the CPM supports client planning efforts, provides guidance on meeting logistics, and delivers a smooth and professional event experience. The role partners closely with all departments This position is on-site, with a schedule that may include evenings and weekends, generally a 45 hour workweek from 7:30am - 5:00pm. Starting rate for this position is $60,000/year.

Requirements

High School diploma or equivalent and/or experience in a conference center or a related field required.
Proficient computer knowledge/skills required.

Nice To Haves

2–4 years of event, conference planning, or hospitality experience preferred
College course work in related field preferred.
Experience with conference center systems (Delphi, Opera, Diagramming tools) preferred.

Responsibilities

Maintain professional communication with clients and internal teams, promoting open lines of communication.
Lead the planning process for multi-day programs utilizing multiple meeting rooms, ensuring all logistics are organized and executed accurately.
Develop detailed event specifications, diagrams, timelines, and related planning documents.
Act as the primary liaison for assigned clients, offering support and logistical guidance throughout the planning cycle.
Consult with clients on best practices for attendee flow, room utilization, meeting patterns, and general event logistics.
Partner with internal departments—including AV, banquet, culinary, front office, housekeeping, and security—to confirm and communicate program requirements.
Manage event changes in real time, updating BEOs, guarantees, room sets, and timelines with accuracy and urgency.
Conduct pre-con meetings, daily BEO reviews, and post-event debriefs as required for assigned programs.
Track updates and communicate changes promptly through established SOPs.
Manage guest room guarantees, rooming list updates, pickup, and billing according to SOP deadlines.
Complete cost estimates, verify billing accuracy, and support Finance during post-event review and invoicing.
Monitor food & beverage minimums, AV charges, and other revenue-related components to help ensure financial accuracy and client satisfaction.
Create, update, and distribute BEOs, resumes, floor plans, and addendums with consistent accuracy.
Maintain organized event files using Delphi, Opera, and Diagramming tools.
Assist with departmental documentation including purchase orders, SOP compliance, and maintaining the Conference Planning Checkbook.
Respond promptly and courteously to guest and associate concerns, problems, or requests, ensuring follow-up and resolution.
Keep the Director of Conference Planning informed of any issues that require attention.
Attend operational meetings as assigned.
Support sales in rebooking repeat business when appropriate.
Contribute to daily departmental operations and collaborative team efforts.
Associate must, at all times, be attentive, friendly, helpful, and courteous to all guests and fellow associates.
Maintain a professional working relationship and promote open lines of communication with managers, associates, and other departments.
Oversee and manage the daily operations of department and associates.
Work directly with all departments of the conference center to ensure that all appropriate communication for upcoming business is complete and distributed in a timely manner to the management team in the form of Banquet Event Orders and Resumes; including and not limited to the departments below: Conference Services/Technology Food and Beverage Guest Services Recreation Q Creative Finance
Work with Finance Department to review and complete all post billing then supply client with final invoice.
Maintain confidentiality and security of specified conference center information, correspondence, reports and files.
Perform all necessary requirements of account lead to assigned account.
Assist sales department in rebooking repeat business.
Contribute to the management of the daily operation of the department.
Conduct walking site inspections and maintain the onsite communication channel between conference center and client.
Plan and conduct pre and post event meetings with clients to ensure satisfaction and obtain feedback; communicate feedback with applicable departments.
Maximize exposure through creative promotion both during and pre /post event.
Provide feedback to Director of Conference Planning relating to guest comments, observations, rumors, market trends and competitors’ activities.
Greet guests during events.
Anticipate guests' needs, respond promptly and acknowledge all guests.
Maintain confidentiality and security of specified conference center information, correspondence, reports and files.
Perform all necessary requirements of account lead to assigned account.
Continuously maintain accurate and updated information in Delphi.
Assist sales department in rebooking repeat business.
Contribute to the management of the daily operation of the department
Contribute to the definition and implementation of departmental objectives and standard operation procedures.