Convention Services Manager
About The Position
The Convention Services Manager is the primary point of contact between the hotel and group clients after a contract is signed. The role turns sold business into smooth, profitable meetings, conventions, trade shows, and social events by coordinating details across departments from pre-event planning through post-event billing. The goal is to exceed client expectations while protecting hotel revenue and standards. The manager partners with clients and meeting planners, oversees event planning and execution, supports financial performance, and ensures operational compliance. The position is based at DoubleTree by Hilton Charlottesville, VA, in the Convention Services / Sales & Event Operations department, and reports to the Director of Sales and Marketing.
Requirements
- Bachelor's degree in hospitality management, business, or a related field, or equivalent experience; the posting describes the degree or equivalent experience as preferred.
- 3–5 years of experience in hotel convention services, catering, or event management; the posting describes this experience as preferred.
- Working knowledge of event technology and booking systems, such as Delphi and Social Tables.
- Strong written and verbal communication, negotiation, and problem-solving skills.
- Excellent organization, attention to detail, and ability to manage several events at once.
- Proficiency in Microsoft Office.
- Customer-focused, calm under pressure, and solution-oriented.
- Strong financial and contract literacy.
- Collaborative, with the ability to influence across departments.
- Strong time management and prioritization.
- Professional presentation and leadership.
- Ability to work evenings, weekends, and holidays depending on event needs.
- Ability to walk and stand frequently throughout the property for long periods.
- Ability to lift up to 25 lbs and move or set up event materials as needed.
Nice To Haves
- Bachelor's degree in hospitality management, business, or a related field, or equivalent experience.
- 3–5 years of experience in hotel convention services, catering, or event management.
Responsibilities
- Serve as the primary contact for meeting planners after the sales handoff.
- Hold pre-event conferences and site visits to review program details, goals, and budgets.
- Build and maintain long-term relationships that drive repeat business and referrals.
- Resolve issues and complaints quickly, both on site and after the event.
- Review contracts, group resumes, and banquet event orders (BEOs), confirming they match contracted terms.
- Prepare accurate BEOs and distribute them to Culinary, Banquets, Engineering, AV, Housekeeping, and Front Office.
- Lead pre-convention and daily meetings with department heads.
- Oversee event setup, run of show, and breakdown, ensuring room sets, food and beverage, and technology are delivered as agreed.
- Manage room blocks, attrition, cutoff dates, and rooming lists in coordination with Reservations and Sales.
- Upsell food and beverage, AV, décor, and other event services without compromising the guest experience.
- Track event costs and revenue against forecasts, and confirm charges before final billing.
- Support department goals for catering revenue, guest satisfaction, and profit margins.
- Enforce hotel policies, fire and safety codes, health and safety regulations, and alcohol service rules.
- Coordinate with outside vendors such as AV companies, decorators, and transportation providers.
- Maintain event space diagrams, function space inventory, and accurate records in the Delphi booking system.
- Gather post-event feedback and share lessons learned with the team.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
