Convention Services Manager

Hotel Equities; Charlottesville (VA); On-site; USD 55,000 - 60,000; Full time

Job summary

Hotel Equities is seeking a Convention Services Manager in Charlottesville, VA to be the main liaison with group clients after contracts are signed. You will turn sold business into successful events, coordinating details across departments from planning through post-event billing.

The role requires 3–5 years in hotel convention services, strong communication, and proficient event technology usage. Evening and weekend availability is common due to event schedules.

Qualifications

• Bachelor's degree in hospitality management or related field, or equivalent experience preferred.
• 3–5 years of experience in hotel convention services, catering, or event management preferred.
• Working knowledge of event technology and booking systems (Delphi, Social Tables).
• Strong written and verbal communication, negotiation, and problem-solving skills.
• Excellent organization and ability to manage several events at once.

Responsibilities

• Serve as the primary contact for meeting planners after the sales handoff.
• Review contracts, group resumes, and banquet event orders (BEOs); ensure terms match.
• Prepare accurate BEOs and distribute to Culinary, Banquets, Engineering, AV, Housekeeping, and Front Office.
• Lead pre-convention and daily meetings with department heads.
• Oversee setup, run of show, and breakdown; ensure delivery of room sets, F&B, and tech as contracted.
• Manage room blocks, attrition, cutoff dates, and rooming lists with Reservations and Sales.
• Upsell food & beverage, AV, décor, and other services without compromising guest experience.
• Track event costs and revenue; confirm charges before final billing.
• Support department goals for catering revenue, guest satisfaction, and profit margins.
• Enforce policies, safety codes, and alcohol service rules; coordinate with outside vendors.
• Maintain event space diagrams, function space inventory, and Delphi records.
• Gather post-event feedback and share lessons learned with the team.

Skills

Communication skills

Negotiation

Problem solving

Microsoft Office

Customer focus

Leadership

Education

Bachelor's degree in hospitality management or related field

Tools

Delphi

Social Tables

Job description

Pay Range

USD $55,000.00 - USD $60,000.00 /Yr.

Job Description

Convention Services Manager: Job Description

Department: Convention Services / Sales & Event Operations

Reports to: Director of Sales and Marketing

Location: DoubleTree by Hilton Charlottesville, VA

Position Summary

The Convention Services Manager is the main point of contact between the hotel and its group clients after a contract is signed. The role turns sold business into smooth, profitable events. That includes meetings, conventions, trade shows, and social events. The manager coordinates every detail across departments, from pre-event planning through post-event billing. The goal is to exceed client expectations while protecting hotel revenue and standards.

Key Responsibilities

Client partnership

• Serve as the primary contact for meeting planners after the sales handoff.
• Hold pre-event conferences and site visits to review program details, goals, and budgets.
• Build and maintain long-term relationships that drive repeat business and referrals.
• Resolve issues and complaints quickly, on site and after the event.

Event planning and execution

• Review contracts, group resumes, and banquet event orders (BEOs). Confirm they match contracted terms.
• Prepare accurate BEOs and distribute them to Culinary, Banquets, Engineering, AV, Housekeeping, and Front Office.
• Lead pre-convention and daily meetings with department heads.
• Oversee setup, run of show, and breakdown. Make sure room sets, food and beverage, and technology are delivered as agreed.
• Manage room blocks, attrition, cutoff dates, and rooming lists in coordination with Reservations and Sales.

Financial performance

• Upsell food and beverage, AV, décor, and other event services without compromising the guest experience.
• Track event costs and revenue against forecasts, and confirm charges before final billing.
• Support department goals for catering revenue, guest satisfaction, and profit margins.

Operations and compliance

• Enforce hotel policies, fire and safety codes, and health and safety regulations, including alcohol service rules.
• Coordinate with outside vendors such as AV companies, decorators, and transportation providers.
• Maintain event space diagrams, function space inventory, and accurate records in the Delphi booking system.
• Gather post-event feedback and share lessons learned with the team.

Qualifications

Required

• Bachelor's degree in hospitality management, business, or a related field, or equivalent experience preferred.
• 3–5 years of experience in hotel convention services, catering, or event management preferred.
• Working knowledge of event technology and booking systems (for example Delphi, Social Tables etc.)
• Strong written and verbal communication, negotiation, and problem-solving skills.
• Excellent organization, attention to detail, and ability to manage several events at once.
• Proficiency in Microsoft Office.

Skills and Competencies

• Customer-focused, calm under pressure, and solution-oriented
• Strong financial and contract literacy
• Collaborative and able to influence across departments
• Strong time management and prioritization
• Professional presentation and leadership

Working Conditions and Physical Requirements

• Schedule includes evenings, weekends, and holidays, depending on event needs.
• Frequent walking and standing throughout the property for long periods.
• Ability to lift up to 25 lbs and move or set up event materials as needed.
• Fast-paced environment with frequent deadlines and high guest interaction.