Convention Services Manager

Turn Great Events Into Unforgettable Experiences in the Heart of Nashville

At Hampton Inn & Suites Nashville Downtown – Capitol View, meetings and events are more than a room, a menu, and a timeline. They are opportunities to create experiences guests remember — and relationships that bring them back.

We’re looking for a Convention Services Manager who knows how to take a signed contract and turn it into a flawlessly executed event. Someone who can build confidence with clients, anticipate what they need before they ask, communicate the details across departments, and recognize opportunities to grow the business along the way.

If you’re organized, personable, sales-minded, and thrive when there are a lot of moving pieces, this could be your next big move.

What You’ll Do

As our Convention Services Manager, you will serve as the primary point of contact for assigned meetings, catering events, and groups from the planning stage through execution and follow-up.

You will:

• Build strong relationships with clients while guiding them through the planning and execution of their meetings and events.

• Coordinate all details for assigned groups, including meeting space, food and beverage, audiovisual requirements, room setups, timelines, billing arrangements, and special requests.

• Prepare and distribute accurate Banquet Event Orders (BEOs), group resumes, event timelines, and other operational documents.

• Enter and maintain group rooming lists accurately and ensure reservations and group details are properly reflected in hotel systems.

• Coordinate rooming lists, VIP arrangements, amenities, billing instructions, direct bill requirements, and other group logistics.

• Conduct pre-convention meetings and communicate event details clearly to hotel departments.

• Partner closely with Front Office, Housekeeping, Food & Beverage, Engineering, and other departments to ensure seamless execution.

• Serve as a visible hotel representative during events and respond quickly when client needs change.

• Maintain detailed and accurate client and event information within the hotel’s sales and catering systems.

• Conduct site tours and planning meetings with clients when needed.

• Identify upselling opportunities involving food and beverage, meeting space, audiovisual services, upgraded event offerings, and other hotel services.

• Assist with selling and closing catering opportunities when appropriate.

• Maintain strong knowledge of hotel meeting space, guest rooms, food and beverage offerings, hotel amenities, and the surrounding Nashville market.

• Review upcoming events with hotel leadership and operational departments to identify potential challenges before they become problems.

• Ensure contractual commitments and client expectations are communicated accurately and delivered consistently.

• Follow up with clients after events to measure satisfaction, strengthen relationships, and identify opportunities for repeat business.

• Assist the Sales and Catering team with prospecting, client outreach, and special projects as business needs require.

• Perform other duties and responsibilities as assigned based on the needs of the hotel and operation.

The responsibilities listed above are not intended to be an all-inclusive or exhaustive list of the duties required of this position. Responsibilities may change or expand based on business levels, operational needs, and management direction.

What Success Looks Like

Great Convention Services Managers don’t simply process paperwork.

They own the event.

You will be successful in this role when clients trust you, departments know exactly what is expected, BEOs are accurate, events run smoothly, opportunities to increase revenue are captured, and clients leave wanting to book with us again.

What We’re Looking For

We’re looking for someone who is:

• Highly organized and able to manage multiple events and deadlines simultaneously.

• Comfortable communicating directly with corporate clients, meeting planners, social clients, vendors, and hotel leadership.

• Detail-oriented without losing sight of the overall guest experience.

• Confident making decisions and solving problems in a fast-paced environment.

• Naturally service-driven with a strong sense of urgency.

• Comfortable discussing pricing, upgrades, and additional services with clients.

• An effective communicator both verbally and in writing.

• A strong team player who understands that successful events require cooperation across the entire hotel.

• Flexible and willing to adjust their schedule based on event activity and business needs.

Experience & Qualifications

• Previous hotel, catering, event planning, conference services, banquet, or hospitality experience is strongly preferred.

• Previous hotel sales or catering sales experience is a plus.

• Experience working with BEOs, group resumes, rooming lists, and event planning documents is preferred.

• Experience entering rooming lists and managing group reservation details is preferred.

• Experience with hotel sales or catering systems is preferred but not required.

• Strong computer skills, including Microsoft Office and related hotel systems.

• High school diploma or equivalent required; hospitality, business, or related college coursework is preferred.

• Must have scheduling flexibility and be available to work based on business and event needs, including early mornings, evenings, weekends, and holidays when required.

Physical Requirements

While performing the essential functions of this position and other duties as assigned, an employee may be required to sit, stand, walk, bend, reach, and use hands and fingers to handle or operate objects, tools, and equipment.

The position may also require lifting or moving items weighing up to 20 pounds, communicating verbally, and utilizing close vision for computer-related tasks.

Benefits

• Hotel and Travel Discounts

• Dynamic Team and Excellent Culture

• Professional and Personal Development with a growing company

• Medical (w/HSA), Dental, Vision, Life & AD/D, LTD, STD, Voluntary Life and Supplemental Insurance

• 401K with Company Match

• PTO and Vacation

• Tuition Reimbursement

• Daily Pay

• Bonus and Engagement Incentives

• Other Travel and Entertainment Perks

Why Join Chartwell Hospitality?

At Chartwell Hospitality, we’re more than a fully integrated hospitality management company. We’re a team committed to doing things the right way, leading with integrity, and supporting one another’s success.

We believe in creating opportunities for our people to grow, make a meaningful impact, and build rewarding careers.

This role provides exposure to hotel sales, catering, operations, revenue generation, client relationship management, and event execution — experience that can open doors to future opportunities in Catering Sales, Hotel Sales, Convention Services, Director of Sales, and hotel leadership.

At Hampton Inn & Suites Nashville Downtown – Capitol View, you’ll work with a team that expects high standards, moves quickly, supports one another, and takes pride in delivering an experience our guests and clients want to repeat.

If you’re ready to grow with a company that values its people, takes pride in exceptional hospitality, and gives you the opportunity to make a real impact, we’d love to hear from you.