Conference Planning Manager

Aramark Corporation; Norman (OK); On-site; USD 45,000 - 65,000; Full time

Job summary

Aramark Corporation seeks a Conference Planning Manager to coordinate staff and conference personnel, ensuring client needs are met and events run smoothly.

You will liaise with operations, sales, vendors, and clients, coach clients through planning phases, manage room setups, AV, food & beverage details, and create comprehensive event resumes to drive repeat business.

Qualifications

• Education: Associate Degree or bachelor's degree in hospitality or another related field preferred.
• Experience: Must have strong time management, customer service, and attention to detail and be able to perform various tasks simultaneously.

Responsibilities

• Receives upcoming meetings through direct contact with clients and requests from property management system.
• Works with operations and sales staff to discuss all logistical details of conference and may work directly with client.
• Provides client with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.)
• Assists client with and any special need/request by planning with vendors (Flowers, decorations, off-site dinners, etc.).
• Coaches client through the different planning phases to obtain necessary information in a timely manner.
• Relays all conference details to necessary departments: outside caterers, Transportation forms, BEOs, Set-up sheets, Special needs, etc.
• Creates a "resume" for the conference including all necessary information.
• Attend weekly delivery meeting to review any changes in upcoming programs or special events.
• Relays all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Special needs, etc.
• Distributes and discusses group resume in weekly information meeting.
• Remains available and approachable throughout all planning phases to handle all questions and/or changes from the client.
• At onset of conference, meets with client (if available) and checks meeting and function space to make sure client's needs have been met.
• Inspect status of meeting or classroom set-ups and note changes; take corrective action.
• During room inspection, notify departments for missing items; ensure follow-up on setup items.
• Monitor Delphi list dailies and banquet event orders for accuracy.
• End of conference, follow-up with client to maintain goodwill and generate future business.
• Sets up debriefing meeting with client to discuss positives and negatives.
• Maintain organized client files with correspondence, pricing, and documents.
• Coordinates technical training for staff and approved others, including room and equipment scheduling.
• Represent ARAMARK and the William F. Bolger Conference Center professionally.
• Follows Aramark policies and procedures.
• May work overtime, nights, and/or weekends.
• Additional tasks as requested by manager.

Skills

Time management

Customer service

Attention to detail

Communication

Interpersonal skills

Independent work

Teamwork

MS Word

PowerPoint

Excel

Computer skills

Education

Associate or Bachelor in hospitality or related field

Tools

Delphi sales and catering software

Job description

Job Description

Our 940 finely-appointed guest rooms and suites offer guests an amenity-rich retreat, fitted with modern touches that make every stay an exceptional experience, and our world-class conference center provides more than 75,000 square feet of flexible meeting and event space. Visit the famous museums and sights of the University of Oklahoma, just two miles away, or take a short drive to Downtown Oklahoma City to make the most of your time surrounded by the best of the Sooner State.

As a Conference Planning Manager, you will coordinate the activities of staff and conference personnel to make arrangements for group meetings and conferences. Coaches the client by providing information and suggestions pertaining to conferences. Disseminates appropriate information to the operational departments. Acts as liaison between the client and the operation in order to meet client's needs and expectations.

Job Responsibilities

• Receives upcoming meetings through direct contact with clients and requests from property management system.
• Works with operations and sales staff to discuss all logistical details of conference and may work directly with client.
• Provides client with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.)
• Assists client with and any special need/request by planning with vendors. (Flowers, decorations, off-site dinners, etc.)
• Coaches' client through the different planning phases to obtain necessary information in a timely manner.
• Relays all conference details to necessary departments: outside caterers, Transportation forms, BEOs, Set-up sheets, Special needs, etc.
• Creates a "resume" for the conference including all necessary information.
• Attend weekly delivery meeting to review any changes in upcoming programs or special events. Relays all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Special needs, etc.
• Distributes and discusses group resume in weekly information meeting.
• Remains available and approachable throughout all planning phases to handle all questions and/or changes from the client.
• At onset of conference, meets with client (if available) and checks meeting and function space to make sure client's needs have been met.
• Inspect status of meeting or classroom set-ups. Make a note of any changes that are inconsistent with the list dailies and BEO's and take immediate corrective action.
• During room inspection, notify the appropriate departments for items, which may be missing from set-up instructions. Example: tables, skirting, water, A/V etc. Ensure that all items are followed up on.
• Monitor, daily, Delphi's list dailies and banquet event orders to ensure information is up to date and accurate.
• At the end of conference, follows-up with client to maintain good-will and generate future business.
• Sets up debriefing meeting with client to discuss both positive and negative aspects of the conference.
• Maintain organized, legible, and coherent customer files for every group, including copies of all correspondence, pricing, financial documents, function sheets and all other documents as required by the client.
• Coordinates all technical training for staff members and approved others, including room and equipment scheduling.
• Represent ARAMARK and the William F. Bolger Conference Center in such a manner as to enhance their reputation.
• Follows Aramark policies and procedures.
• May be required to work overtime, nights, and/or weekends.
• Additional tasks and responsibilities as requested by manager.

Qualifications

Education: Associate Degree or bachelor's degree in hospitality or another related field preferred.

Experience: Must have strong time management skills, customer service, and attention to detail and be able to perform various tasks simultaneously.

• Must possess strong communication and interpersonal skills to effectively deal with clients.
• Must work well independently and as a team member.
• Computer skills necessary.
• Requires a working knowledge of MS Word, PowerPoint, and Excel, basic computer, and internet skills. Delphi sales and catering software experience is highly preferred. SGMP and/or MPI membership is desirable.
• The ability to manage in a diverse environment with focus on client and customer services is essential.
• 2-4 years of hotel and convention management/supervisory experience increasing degrees of responsibility attained.

About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at http://www.aramarkcareers.com or connect with us on Facebook, Instagram and Twitter.