Conference Planning Manager

Q - Center•St. Charles, IL

6h•Onsite

About The Position

At Q Center, we create exceptional experiences through seamless execution, operational excellence, and a commitment to service. As a full-service conference and event destination, our success depends on strong cross-functional leadership, meticulous planning, and a focus on client satisfaction. We believe great hospitality is powered by thoughtful strategy behind the scenes. Our leaders combine operational expertise with strategic insight to ensure every program delivers exceptional results, from start to finish. If you are a proactive conference professional who thrives at the intersection of client service, logistics, and operational leadership, this is a role where your impact will be visible and measurable. As Conference Planning Manager, you serve as the operational lead for complex meetings and conferences. You are responsible for overseeing all planning activities from contract turnover through onsite execution and post-event billing reconciliation. Your role ensures operational accuracy, financial accountability, and an exceptional client experience across programs. You will manage programs that may include multi-day agendas, structured breakout sessions, food and beverage minimums, and audiovisual requirements. You will partner closely with Sales, Conference Services, Food & Beverage, Guest Services, Finance, and other operational teams to ensure seamless communication, accurate documentation, and flawless execution.

Requirements

High school diploma or equivalent required
5-7 years of progressive experience in conference planning, event management, or hospitality operations
Strong organizational and time management skills
Exceptional attention to detail and documentation accuracy
Ability to manage multiple concurrent programs
Effective communicator with strong client-facing presence
Financial acumen related to billing accuracy and contract compliance
Ability to problem solve in high volume, fast paced environments
Professional judgement and escalation awareness

Nice To Haves

Working knowledge of event management systems (Delphi, Opera, diagramming tools) preferred

Responsibilities

Act as the primary operational liaison for assigned clients from contract turnover through event completion
Lead planning for assigned programs
Conduct pre-convention meetings, daily Banquet Event Order reviews, and post-event debriefs
Provide strategic guidance on meeting flow, room utilization, scheduling, and logistical optimization
Perform site inspections and maintain strong onsite communication during program execution
Ensure client expectations are clearly documented and communicated across departments
Prepare, review, and distribute Banquet Event Orders, group resumes, floor plans, timelines, and addendums
Maintain complete and accurate event files in Delphi and related systems
Track program changes in real time and update documentation in accordance with established Standard Operating Procedures deadlines
Present assigned programs at operational meetings
Communicate changes promptly and clearly to all operational departments
Manage guest room guarantees, rooming lists, pickup reporting, and contractual commitments
Monitor food & beverage minimums and ancillary revenue components
Prepare cost estimates and review billing for accuracy prior to final invoice submission
Partner with Finance to reconcile post-event billing and resolve discrepancies
Identify potential revenue risks and escalate concerns to the Director of Conference Planning
Collaborate with Conference Services, Food & Beverage, Guest Services, Housekeeping, Security, and Finance to confirm event requirements
Ensure all departments receive accurate, timely documentation to support operational readiness
Manage real time event adjustments with professionalism and urgency
Support Sales in rebooking repeat business when appropriate
Adhere to all Standard Operating Procedures and internal deadlines
Maintain accuracy in documentation and billing review
Support departmental productivity, communication standards, and operational consistency
Maintain confidentiality of client and company information
Keep the Director of Conference Planning informed of issues required escalation