Event Planning/Conference Services Manager

CASCADA PDX LLC•Portland, OR

10h•Onsite

About The Position

CASCADA Thermal Springs + Hotel is seeking an Event Planning / Conference Services Manager for its Portland, Oregon property. The manager assumes full operational ownership of confirmed groups and events, serving as the client’s primary planning contact and the hotel’s accountable event lead. The role oversees each program from initial planning and internal coordination through onsite execution, final billing, and post-event closeout. This hands-on position requires proactive leadership, strong follow-through, and a visible onsite presence. The manager anticipates needs, makes decisions within approved parameters, resolves issues in real time, and ensures that client commitments are accurately communicated and delivered. The schedule follows the needs of confirmed business rather than a fixed Monday-to-Friday pattern; early mornings, evenings, weekends, holidays, extended days, and consecutive days of onsite coverage may be required.

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 the event-driven schedule described in the posting and maintain a reliable onsite presence.

Nice To Haves

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

Responsibilities

Take ownership of each confirmed event, review its contract and commitments, and establish responsive communication with the client planner.
Lead planning calls, manage deadlines, identify missing information, and follow through with clients.
Develop and maintain program timelines covering arrivals, setups, meals, breaks, activities, room changes, vendor access, and departures.
Maintain accurate hotel-system records and communicate changes and execution 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 designated onsite lead for assigned programs and remain visible and accessible to clients and operating teams.
Inspect event spaces before functions, checking 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, clarifying departmental ownership, staffing, timing, contingencies, and client expectations.
Respond to last-minute changes, service issues, and unexpected needs; coordinate recovery solutions and inform leadership of material concerns.
Remain engaged through event completion, including 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 that event documentation reflects contracted commitments and client approvals; obtain 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 authorized charges, 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 committing the hotel.
Coordinate with Front Office, Food and Beverage, Culinary, Spa, Housekeeping, Engineering, Sales, and hotel leadership.
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 client feedback and repeat-business opportunities with Sales.