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Conference Planning Manager

posted July 4, 2019

Georgia Tech Hotel and Conference Center
Atlanta, GA
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705234 l

About This Job

The Conference Planning Manager is responsible for discussing and coordinating all details of a conference with the client and communicates this information through respective hotel department heads after the sales contract has been signed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

  • Responsible for working with conference meeting planners in coordinating the final details for conferences and pre-conference meetings.
  • Prepares Banquet Event Orders (BEO) for groups, including audiovisual needs.
  • Prepares and distributes group resume/cover sheets to all departments. Ensures rooming list is entered accurately and that suites are blocked according to group contract. Sends rooming list printout to client to confirm accuracy.
  • Re-checks diary/agenda to ensure proper space has been assigned and catering projections are accurate. Reviews group contract throughout planning stages to ensure group room pick up is coming in as contracted. If not, this position discusses the room block pick up with meeting planner to ensure that the room block gets filled or to discuss attrition penalties in rooms and/or food and beverage revenue.
  • Conducts hotel site inspections when necessary. Offers creative suggestions to up sell during these visits.
  • Ensures that credit applications are approved through the accounting department.
  • Responsible for working with conference meeting planners in coordinating the final details for conferences and pre-conference meetings.
  • Prepares Banquet Event Orders (BEO) for groups, including audiovisual needs.
  • Prepares and distributes group resume/cover sheets to all departments. Ensures rooming list is entered accurately and that suites are blocked according to group contract. Sends rooming list printout to client to confirm accuracy.
  • Re-checks diary/agenda to ensure proper space has been assigned and catering projections are accurate. Reviews group contract throughout planning stages to ensure group room pick up is coming in as contracted. If not, this position discusses the room block pick up with meeting planner to ensure that the room block gets filled or to discuss attrition penalties in rooms and/or food and beverage revenue.
  • Conducts hotel site inspections when necessary. Offers creative suggestions to up sell during these visits.
  • Responsible for collecting payment three days prior to the group’s arrival, if the group is using a check or credit card as method of payment.
  • Responsible for projecting and forecasting revenues for groups this position is coordinating.
  • Entertains clients to establish closer working relations where appropriate.
  • Recommends special outside services when required.
  • Conducts final tie-down (pre-conference) meetings prior to conference, if necessary.
  • Before agreeing to any last minute changes/requests, discusses changes/requests with Chef and/or Banquet Manager to ensure that they can be done.
  • At the beginning of the function, introduces client to Banquet Manager.
  • If the function involves a dinner, this position should be available to assist the Banquet Manager in the front of the house until the entrée is served. Once entrée is served, this position should leave the function, unless requested to stay by the Banquet Manager.
  • Ensures a consistent product to standards, while maximizing profitability and protecting the integrity of the guest experience.
  • During the conference, reviews master bill with the meeting planner on a daily basis. Prepares adjustment slips for accounting to post (if needed) before the master bill is sent to client. Audits the groups Delphi check on a daily basis.
  • Reviews the final bill and evaluation at the conclusion of conference.
  • Attends weekly forecast, sales meetings and daily BEO meetings.
  • Logs all communications with client in the activities section in Delphi.
  • Responsible for knowing and abiding by all department, hotel and company policies and procedures.

Education & Experience: 

  • The ideal candidate must be a team player, able to multi-task and demonstrates a hospitable, friendly demeanor.
  • High school diploma or GED plus at least three (3) years of experience in hotel conference planning/services, sales, or banquet management; or any equivalent combination of education and experience which provides the above knowledge, skills and abilities. 
  • A bachelor’s degree and experience in a conference center hotel is preferred.
Crestline Hotels & Resorts is an Equal Opportunity Employer/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, sexual orientation, gender identity, or disability status.
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About This Employer

Georgia Tech Hotel and Conference Center

800 Spring Street
Atlanta, GA 30308

(404) 347-9440

252 Room Conference Center

www.gatechhotel.com

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THE BEST EQUIPPED HOTEL IN MIDTOWN ATLANTA

Work smarter and stay relaxed at one of the best-equipped hotels in midtown Atlanta. The Georgia Tech Hotel and Conference Center is where innovative conferences thrive and business and sophistication meet. In the heart of Atlanta’s vibrant Technology Square retail neighborhood, the only hotel on the Georgia Tech campus offers the perfect blend of a world-class conference center with the style and convenience of a chic city center hotel. We’re just moments from the Georgia World Congress Center and premier attractions, shopping, dining and nightlife.

Fully wired for business and steps from the Georgia Tech academic and administration buildings and athletic facilities, our hotel is ideally positioned for Atlanta GA corporate travelers and visiting Georgia Tech families, alumni and friends.

CONTEMPORARY ACCOMMODATIONS IN MIDTOWN

Each of the 252 guest rooms and four suites at the Georgia Tech Hotel and Conference Center surrounds you in chic, contemporary style and tech-savvy convenience. All rooms feature a cool, contemporary décor, rich wood furnishings, bright pops of Georgia Tech yellows and blues and views of the Tech campus or Midtown Atlanta Skyline.

Sink into a plush bed layered with premium linens and watch your favorite show on a high-definition 49" flat-screen TV or just gaze out at Midtown Atlanta’s vibrant streetscape. Take care of business at the dedicated work area or check in with the office using our complimentary high-speed wireless Internet access.