Event Planning/Conference Services Manager

CASCADA PDX LLC•Portland, OR

just now

About The Position

CASCADA Thermal Springs + Hotel is looking for an experienced and service-focused Event Planning / Conference Services Manager to turn booked business into smooth, elevated, and memorable guest experiences. This role is the main point of contact for clients after the sale is confirmed, guiding each event from planning through execution. You will ensure every detail is organized, communicated clearly, and delivered at the highest level. The ideal candidate is organized, detail-oriented, and passionate about hospitality. They are comfortable managing multiple priorities, building strong relationships, solving problems quickly, and creating exceptional experiences for every guest. You will work closely with Sales, Front Office, Food + Beverage, Culinary, Spa, Housekeeping, Engineering, and Leadership teams to ensure every meeting, group stay, and event reflects CASCADA’s commitment to excellence, wellness, and personalized service. Join our team and help create unforgettable gatherings at Portland’s newest independent boutique hotel.

Requirements

Bachelor’s degree in hospitality, business, event management, or related field preferred.
2–4 years of hotel event planning, conference services, catering, or related hospitality experience required.
Strong knowledge of banquet operations, food + beverage service, meeting room logistics, and guestroom inventory management.
Experience managing contracts, BEOs, rooming lists, billing, and event timelines with strong attention to detail.
Excellent communication and relationship-building skills.
Strong organizational and multitasking abilities in a fast-paced environment.
Proficiency in Microsoft Office required; experience with Event Temple, Mews, Cvent, Social Tables, or similar systems preferred.
Professional, calm, flexible, and solutions-oriented approach to challenges.
Availability to work evenings, weekends, and adjusted schedules based on business demand and event needs.

Nice To Haves

Passion for sustainability, wellness, and authentic hospitality experiences highly preferred.

Responsibilities

Receive and manage groups and events transitioned from the Sales team and establish timely communication with clients and planners.
Lead planning calls to confirm agendas, room blocks, event timelines, food + beverage details, audiovisual needs, billing instructions, and special requests.
Prepare and maintain all event documents including banquet event orders, group resumes, rooming lists, VIP reports, diagrams, signage, and internal notes.
Coordinate with Food + Beverage and Culinary teams on menu planning, service flow, dietary accommodations, and banquet execution.
Partner with hotel departments to ensure meeting setups, guest arrivals, staffing, and event logistics meet client expectations.
Conduct pre-conference meetings, internal planning meetings, and post-event follow-up.
Monitor room blocks, pickup, cut-off dates, attrition timelines, and inventory with Sales and Revenue teams.
Review meeting and event spaces before guest arrival to ensure readiness and presentation standards are met.
Be present during key events as the on-site contact for clients and hotel teams.
Manage deposits, billing details, final charges, and payment communication according to hotel policies.
Identify opportunities to enhance the guest experience through thoughtful upsells such as wellness offerings, dining experiences, and premium event enhancements.
Support future business opportunities by creating a strong closeout experience and transitioning accounts back to Sales when appropriate.
Maintain accurate notes, client details, and communication in hotel systems.
Participating in site tours, networking events, training, and community engagement opportunities as directed.
Any other duties as assigned.