Conference Services Job Description
Conference services
provides direction and guidance to logistical staff on event activities (e.g., site selection, food and beverage, branding, audio visual, transportation, entertainment, onsite staff, load-in/load-out operations, event safety communication plan, cost estimates and budget management, post-event assessment, etc.).
Conference Services Duties & Responsibilities
To write an effective conference services job description, begin by listing detailed duties, responsibilities and expectations. We have included conference services job description templates that you can modify and use.
Sample responsibilities for this position include:
Hotline and email in box management (answer many calls, so excellent customer service on the phone is a must)
Survey development and tracking
Updating website, communication plans, and other outwardly facing documents
Generating and QC of reports
General admin work as directed by VP
Develop and maintain close working relationship with assigned Intra Resort Departments to plan In-House meetings
Maintaining conference space, kitchens, break rooms and visiting attorney offices in a neat, clean and orderly manner in accordance with the established firm-wide Return to Inventory (RTI) procedures documented on the department's site
Manage inventory of supplies and keep assigned areas stocked
Ensuring firm equipment (dinnerware, machinery and event supplies) is cleaned, sanitized and organized on a daily basis, maintained to the standards outlined on the site
Preparation, execution and closeout of special office social and business related events
Conference Services Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Conference Services
List any licenses or certifications required by the position: CMP, CPCE, CTS, VTC, AVIXA, CPR
Education for Conference Services
Typically a job would require a certain level of education.
Employers hiring for the conference services job most commonly would prefer for their future employee to have a relevant degree such as Collage and Bachelor's Degree in Education, Hospitality, Business/Administration, Management, Business, Hospitality Management, Marketing, Hotel and Restaurant Management, Event Management, Restaurant Management
Skills for Conference Services
Desired skills for conference services include:
Microsoft Office products
Excel
Outlook
Word
Revenue management
Hotel and competitive market
Conference technology and audio visual needs
Computer accounting programs
Math skills budgetary analysis capabilities
Food and wine pairings and cutting edge cuisine with emphasis on current event trends
Desired experience for conference services includes:
Solid qualitative/quantitative analytical skills, with strong research, problem-solving ability to acquire and organize data, deliver analysis, and identify major findings utilizing technical tools
Ability to travel to attend workshops, tradeshows, conventions
Minimum of three years experience in hotel catering & planning
Bachelor's Degree in Hospitality Management, Special Events Coordination, or related degree from an accredited institution
Experience with software systems in support of conference services and/or event planning services proficiency in all aspects of Microsoft Office software
Bachelor of Arts degree or 3-5 years experience in meeting planning or hotel industry
Conference Services Examples
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Conference Services Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of conference services. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference services
- Lead and manage staffing, budgeting, marketing, and other administrative activities of Housing Conference Services
- Ensure operation complies with the mission, vision, values and strategic goals of Housing, Campus Services, and the Institution and with the rules, regulations and laws of the University System of Georgia, State of Georgia and Federal government
- Develop and implement marketing goals and plans to attract and retain targeted conference groups and types to campus
- Evaluate, maintain, and administer internal process protocol, policies, procedures, and standards over multiple lines of business
- Establish and implement operational budget and ensure proper reporting of revenue, expenses, and procurement
- Perform other related duties us assigned
- Provide assistance to meeting attendees with room set-up, distribution of presentation materials, copying, shipping
- Acts as liaison between hotel and customer throughout the event process (pre-event, event, post-event)
- Meeting and greeting in-house guests upon arrival, review the course of events and introduce other staff members (banquet manager, captain)
- Communicates all changes on Event Orders to other departments
Qualifications for conference services
- Must be able to set priorities and complete projects on time and on budget
- Certified Meeting Professional (CMP) a plus but not required
- Delphi knowledge a plus
- Must be able to budget time in an efficient manner to ensure that all rooms are set and ready to go on time
- Knowledge of property management systems required
- Basic to intermediate understanding of standard computer applications and office computer hardware configurations
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Conference Services Job Description
Job Description Example
Our company is growing rapidly and is looking for a conference services. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for conference services
- This position will also support administrative needs for the Head of Corporate Events some needs from the senior managers
- Lead implementation of a2z modules including programming event, floorplan, financials, communication templates, and exhibitor portal
- Develop overall pre-conference and onsite strategy including registration plan , construction concept and production schedule
- Coordinate, initiate, prepare, process and/or monitor various financial, administrative, and operations forms, records, reports, schedules, and other documents - ensure timely and accurate completion of documents by other departments, company personnel, customers
- Confer regularly with immediate supervisor, other departments/company personnel, customers, to plan and coordinate activities, exchange information, resolve problems
- Work various (AM and PM) shifts to meet customer need
- Work closely with Banquets and Conference Services Teams
- Perform various bookkeeping functions, initiate and process financial documents related to operating budgets, revenues, accounts receivable and the like
- Manage existing conferencing and meeting requirements, including
- Maintain the policies set forth in the group sales contract
Qualifications for conference services
- Must be able to manage multiple clients
- Conduct performance evaluations and mentor for Assistant Director of Catering, Catering Sales Managers and Administrative Assistant
- Provides administrative support for the Catering & Conference Services department (including proposals, contracts, Banquet Event Orders, .)
- Maintain a warm and friendly demeanor always
- Employees must, always, be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees
- Respond to guests needs in a timely manner
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Conference Services Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of conference services. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference services
- Ensure firm equipment (dinnerware, machinery and event supplies) is cleaned, sanitized and organized on a daily basis, maintained to the standards outlined on private site
- Prepare, execute and closeout special office social and business related events
- Perform other related duties in the Conference Services Department as assigned by supervisor
- To manage and co-ordinate all conventions, meetings, incentive groups and banquets, from initial contact
- The Meeting Concierge proactively monitors customer functions, spending 95% of each day interacting with meeting professionals and their attendees to ensure customer satisfaction
- Reviews all relevant written communications (Group Resumes, Daily Event Lists, Banquet Event Orders, etc…) and verifies accuracy of room sets
- Meets with Meeting Professionals/Catering Customers prior to the start of the first event to verify meeting specifications and establish communication method (house phone, walkie talkie, etc…)
- Remains accessible to Meeting Professionals/Catering Customers throughout assigned functions
- Continually inspects for cleanliness and maintenance of all function space, public areas and banquet areas
- Coordinates with all operating departments to ensure top product quality
Qualifications for conference services
- Must have excellent customer service skills, organizational, and communications skills (written and verbal)
- Must be able work independently and in a team environment with minimal supervision
- Handle items for “Lost and Found” per the standards
- Ability to lift tables and chairs, up to 50lbs
- Availability to work a variable schedule, to include weekends and evenings
- Must be able to communicate both orally and written in English
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Conference Services Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of conference services. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference services
- Providing timely responses to acknowledge requests
- Working directly with the client answering phone calls and urgent needs
- Arrange/Coordinate all Event Logistics for Conferences (May Assist with Food Logistics)
- Order and Coordinate Rentals
- Act as the liaison for all vendor/supplier related customer’s needs
- Supervises and provides direction and leadership to University Center facility and staff, with accountability for their work results
- Responsible for the coordination of campus activities including but not limited to facilitating contractual agreements between the University and internal and external parties, cost estimates, space allocation
- Oversees the coordination of the summer conference programs, including contract development, cost estimates, scheduling, program coordination, program marketing and client relations and general operations
- In conjunction with the Artistic & Executive Director, develops policies, procedures, and guidelines to build a successful conference and event services program
- Provides leadership in the areas of infrastructure development, customer service and client management
Qualifications for conference services
- Must possess strong hotel contract and vendor negotiation skills
- Interest in trade show planning or event marketing industry
- Ability to manage multi-million dollar program and departmental budgets
- Knowledge of food & beverage operations is required
- Knowledge of property management systems preferred
- Additional experience in the hospitality industry sales an asset
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Conference Services Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of conference services. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference services
- Perform daily walk thrus of the conference center to oversee upkeep and cleanliness of facilities
- Assist with maintenance of physical environment of conference center
- Act as liaison for any on-site vendors in the conference center
- Assist with special projects within Corporate Services organization when deemed necessary
- Monitor and manage the removal of any waste from the pantry and conference center
- Oversee all operational aspects relative to all groups including planning, set-up, audio visual and conference concierge operations
- Maintain a daily presence on the floor to ensure quality of employee performance and adherence to hotel service and grooming standards
- Meet with each group planner to discuss issues
- Exemplify positive attitude, encourage employee morale and problem solve any employee issues
- Promote the property vision and service standards daily
Qualifications for conference services
- Flexible Schedu
- A solid understanding of conference and events
- Be systems savvy
- Have the ability to manage volume and wear different hats as required in this dynamic role
- Ability to deal effectively with a wide variety of company personnel clients and outside organizations
- Experience in developing customer service focused conferencing policies and procedures developing/managing operational plans, financials and budgets associated with conference service centers