Conference Services Manager

The Job Resource Centre; Canmore; On-site; CAD 65,000 - 90,000; Full time

Job summary

Coast Canmore Hotel & Conference Centre in Canmore is seeking a Conference Services Manager to lead the planning and execution of conferences, corporate meetings, weddings, and group events.

The successful candidate will coordinate with Sales, Front Office, Food & Beverage, Banquets, and other departments to ensure seamless delivery, accurate BEOs, room blocks, catering, AV and transportation, while building strong client relationships and maintaining professional communication from contract to

Qualifications

• Experience in conference services, event management or related hospitality role.
• Direct experience managing event logistics, client communications, rooming lists, and BEOs.
• Ability to manage multiple groups and events simultaneously.
• Serve as primary planning contact for clients and coordinate with hotel departments.

Responsibilities

• Act as the primary planning contact for groups, meetings, and events from contract through execution.
• Build strong client relationships through professional communication and attention to detail.
• Coordinate group blocks, rooming lists, meeting space, catering, AV, transportation, VIP amenities, and special requests.
• Conduct planning calls, site inspections, and pre-conference meetings to document requirements.
• Prepare and maintain BEOs, Group Resumes, Rooming Lists, VIP reports, and event documentation.
• Collaborate with Sales, Front Office, Housekeeping, Culinary, Banquets, and Operations to ensure seamless delivery.

Skills

Conference Services

Event Management

Catering Sales

Group Coordination

Client Communications

Job description

Coast Canmore Hotel & Conference Centre is located in central Canmore.

We are seeking a Conference Services Manager.

This position is intended for candidates with previous Conference Services, Event Management, Catering Sales, or Group Coordination experience within a hotel, resort, conference centre, or similar hospitality environment. While Food & Beverage experience is valuable, successful candidates will also have direct experience managing event logistics, client communications, rooming lists, guestroom blocks, Banquet Event Orders (BEOs), and group coordination. This is not an entry-level event role. We are seeking a professional who can independently manage multiple groups and events simultaneously while serving as the primary planning contact for clients and coordinating with all hotel departments to ensure successful execution. Applicants whose experience is primarily limited to restaurant operations, banquet service, or Food & Beverage supervision without direct event planning and group management experience may not possess the qualifications required for this position.

Nestled in the heart of the Canadian Rockies, Coast Canmore Hotel & Conference Centre is a 164-room full-service hotel featuring over 10,000 square feet of flexible meeting and event space, along with our signature restaurant, Table Food + Drink.

As part of the Coast Hotels family, we are committed to delivering exceptional guest experiences through genuine hospitality, personalized service, and our Refreshingly Local approach.

This is a key position within the hotel, responsible for managing the planning and coordination of conferences, corporate meetings, incentive groups, weddings, sports teams, tour groups, and special events once they have been contracted by the Sales team. The successful candidate will act as the primary liaison between the client and hotel operations, ensuring every aspect of the event is planned, communicated, and executed to the highest standard.

This role offers the opportunity to work with a wide variety of groups and events while collaborating closely with Sales, Front Office, Housekeeping, Culinary, Banquets, and Operations teams to deliver exceptional guest experiences.

Key Responsibilities

• Act as the primary planning contact for group, meeting, conference, wedding, and event clients following contract confirmation.
• Build strong client relationships through exceptional communication, professionalism, responsiveness, and attention to detail.
• Coordinate all aspects of group and event planning including guestroom blocks, rooming lists, meeting space requirements, catering functions, audiovisual needs, transportation, VIP amenities, and special requests.
• Conduct planning calls, site inspections, pre-conference meetings, and client consultations to ensure all requirements are accurately documented and communicated.
• Prepare and maintain detailed Banquet Event Orders (BEOs), Group Resumes, Rooming Lists, VIP reports, and other event documentation required for successful execution.
• Manage guestroom block commitments and coordinate closely with Revenue Management, Front Office, and Sales teams regarding inventory and rooming requirements.
• Collaborate with Sales, Front Office, Housekeeping, Maintenance, Culinary, Banquets, and other operational departments to ensure seamless event delivery.
• Communicate event changes and updates promptly, ensuring all stakeholders remain informed throughout the planning process.
• Lead and participate in weekly BEO, resume, and operational review meetings.
• Coordinate VIP arrivals, welcome amenities, dietary requirements, and special guest requests.
• Serve as the on-site hotel contact for groups and events, assisting clients and resolving issues in a professional and timely manner.
• Review billing instructions, event charges, and final invoices for accuracy.
• Conduct post-event follow-up with clients to gather feedback and strengthen long-term relationships.
• Maintain accurate records and ensure all contractual commitments and service standards are delivered as agreed.

Who Will Be Successful in This Role

The ideal candidate is a polished hospitality professional who enjoys managing complex events, building strong client relationships, and working collaboratively across multiple departments.

You are proactive, highly organized, solutions-focused, and comfortable managing the details of multiple events simultaneously. You understand both the guestroom and catering sides of hotel operations and take pride in creating seamless experiences for clients and guests.

Success in this role requires excellent communication, strong operational knowledge, and the ability to anticipate challenges before they arise.

Eligibility

Please note that we do not currently have an approved LMIA for this position. Applicants must already possess valid authorization to work in Canada. We are able to support eligible candidates through the Francophone Mobility Program.

If you are an experienced conference services professional looking to advance your career in a dynamic hotel environment while enjoying the lifestyle and beauty of the Canadian Rockies, we would love to hear from you.