Pay Range:
USD $55,000.00 - USD $60,000.00 /Yr.
Job Description:
Convention Services Manager: Job Description
Department: Convention Services / Sales & Event Operations
Reports to: Director of Sales and Marketing
Location: DoubleTree by Hilton Charlottesville, VA
Position Summary
The Convention Services Manager is the main point of contact between the hotel and its group clients after a contract is signed. The role turns sold business into smooth, profitable events. That includes meetings, conventions, trade shows, and social events. The manager coordinates every detail across departments, from pre-event planning through post-event billing. The goal is to exceed client expectations while protecting hotel revenue and standards.
Key Responsibilities
Client partnership
- 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, on site and after the event.
Event planning and execution
- Review contracts, group resumes, and banquet event orders (BEOs). Confirm 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 setup, run of show, and breakdown. Make sure 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.
Financial performance
- 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.
Operations and compliance
- Enforce hotel policies, fire and safety codes, and health and safety regulations, including 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.
Qualifications
Required
- Bachelor's degree in hospitality management, business, or a related field, or equivalent experience preferred.
- 3–5 years of experience in hotel convention services, catering, or event management preferred.
- Working knowledge of event technology and booking systems (for example Delphi, Social Tables etc.)
- 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.
Skills and Competencies
- Customer-focused, calm under pressure, and solution-oriented
- Strong financial and contract literacy
- Collaborative and able to influence across departments
- Strong time management and prioritization
- Professional presentation and leadership
Working Conditions and Physical Requirements
- Schedule includes evenings, weekends, and holidays, depending on event needs.
- Frequent walking and standing throughout the property for long periods.
- Ability to lift up to 25 lbs and move or set up event materials as needed.
- Fast-paced environment with frequent deadlines and high guest interaction.