Event Planning/Conference Services Manager

Cascada Pdx•Portland, OR

2d•Onsite

About The Position

The Event Planning/Conference Services Manager assumes full operational ownership of confirmed groups and events at CASCADA Thermal Springs + Hotel. Serving as the client’s primary planning contact and the hotel’s accountable event lead, the manager drives each program from initial planning and internal coordination through onsite execution, final billing, and post-event closeout. The role requires proactive leadership, strong follow-through, sound judgment within approved parameters, real-time issue resolution, and a visible onsite presence to ensure client commitments are accurately communicated and delivered. This is a hands-on, event-driven role. The manager owns planning communications and timelines, maintains accurate event documentation and hotel-system records, coordinates cross-departmental teams and vendors, oversees event-space readiness, and leads programs onsite. The position may require early mornings, evenings, weekends, holidays, extended days, and consecutive days of onsite coverage, depending on confirmed business.

Requirements

Minimum 2–4 years of relevant conference services, event planning, catering, or group operations experience.
Ability to independently manage multiple confirmed events, meet deadlines, direct cross-functional execution, and remain accountable through final closeout.
Working knowledge of banquet operations, food and beverage, event-space logistics, room blocks, billing, and hotel service standards.
Excellent written and verbal communication, client judgment, organization, prioritization, and problem-solving skills.
Proficiency in Microsoft Office.
Ability to remain professional, composed, decisive, and solutions-oriented during busy or changing programs.
Ability to assist with event setup and breakdown, including moving equipment and materials, with or without reasonable accommodation; lifting requirements and safe handling procedures will be defined by the hotel.
Flexibility to work an event-driven schedule that may include early mornings, evenings, weekends, holidays, extended days, and consecutive days of onsite coverage, and maintain a reliable onsite presence.

Nice To Haves

Prior ownership of complex, multi-day programs is strongly preferred.
Experience with Event Temple, Mews, Cvent, diagramming software, or comparable hospitality systems.
Bachelor’s degree in hospitality, business, event management, or a related field preferred.
Passion for wellness, sustainability, and independent hospitality valued.

Responsibilities

Take ownership of each confirmed event, review its contract and commitments, and serve as the planner’s direct point of contact.
Lead planning calls, manage deadlines, identify missing information, and maintain responsive client communication.
Develop and maintain program timelines covering arrivals, setups, meals, activities, room changes, vendor access, and departures.
Maintain accurate event information in hotel systems and communicate changes and responsibilities to affected departments.
Identify opportunities for additional revenue and enhanced guest experiences in coordination with Sales, Wellness, and Food and Beverage Leadership.
Serve as the onsite lead for assigned programs and remain visible and accessible to clients and operating teams.
Inspect meeting and event spaces before functions for cleanliness, configuration, audiovisual readiness, signage, lighting, temperature, supplies, food and beverage stations, and presentation standards.
Own event-space readiness and presentation between programs; coordinate and participate in setups, resets, refreshes, and strikes, including physical assistance.
Lead pre-conference and internal operations meetings to clarify ownership, staffing, timing, contingencies, and client expectations.
Respond to last-minute changes, service issues, and unexpected needs; coordinate recovery solutions and keep leadership informed of material concerns.
Remain engaged through event completion, final inspections, equipment and material setup or removal, client departure, billing documentation, and follow-up.
Prepare, distribute, and maintain accurate banquet event orders, group resumes, rooming lists, VIP reports, diagrams, signage, and operational instructions.
Verify event documents against contracted commitments and client approvals, obtain required signoffs, and distribute revisions in time for execution.
Track room-block pickup, cutoffs, attrition exposure, deposits, guarantees, and payment milestones with Sales, Revenue, and Finance.
Confirm account routing and payment arrangements, reconcile final event charges, and promptly resolve discrepancies.
Document client approvals for scope, pricing, and changes; escalate contractual or financial exceptions to the Director of Sales before making commitments.
Coordinate with Front Office, Food and Beverage, Culinary, Spa, Housekeeping, Engineering, Sales, and hotel leadership to execute events.
Partner with Culinary and Food and Beverage on menus, dietary needs, guarantees, service timing, staffing, and guest experience.
Coordinate outside vendors, deliveries, production schedules, audiovisual requirements, access, and approvals.
Support site visits, client walkthroughs, networking, and training as directed; share actionable feedback and repeat-business opportunities with Sales.