Event Space Optimization Manager

Hyatt Regency; Dallas (TX); On-site; USD 90,000 - 125,000; Full time

Benefits offered by this job

Free room nights

Medical benefits

401K with company match

Paid vacation

Headspace access

Friends & Family rates

Discounted parking

Job summary

Hyatt Regency Dallas is seeking an Event Space Optimization Manager to maximize utilization of meeting and event spaces and balance guest experience with sales opportunities.

The role partners with Sales, Events, Revenue Management, Banquets, and Operations to optimize space across the lifecycle from inquiry to post-event review.

Qualifications

• Strong analytical, organizational, and problem-solving skills.
• Strong understanding of meeting and event space, event programming, room sets, group booking patterns, and the group and event lifecycle.
• Strong verbal and written communication skills with the ability to influence decisions across multiple departments.
• Intermediate to advanced proficiency in Microsoft Office, particularly Excel.

Responsibilities

• Manage and continuously review the hotel's meeting and event space inventory to maximize utilization and preserve future selling opportunities.
• Review proposed function space placements to ensure groups are using the appropriate amount and configuration of space based on guestrooms, attendance, food and beverage contribution, meeting requirements, and overall business value.
• Partner with Sales and Events to create efficient booking patterns and minimize unnecessary or excessive space commitments.
• Evaluate rooms-to-space relationships and identify opportunities to improve space productivity.
• Identify opportunities to consolidate, relocate, divide, or reuse function space to create additional availability.
• Protect high-demand and premium function space by ensuring placement is appropriate to event size, value, timing, and requirements.
• Establish and monitor appropriate booking patterns, including arrival and departure timing, setup and teardown requirements, and use of pre-function and ancillary space.

Skills

Analytical skills

Organizational skills

Problem-solving

Verbal and written communication

Microsoft Excel

Tools

Excel

Job description

Organization - Hyatt Regency Dallas

At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates.

The Event Space Optimization Manager is a key member of the hotel Sales and Events team responsible for maximizing the utilization, placement, and long-term value of meeting and event space.

The primary focus of this role is event space management and optimization rather than traditional guest room revenue management.

The position provides oversight throughout the group and event lifecycle, from inquiry and proposal through contracting, turnover, event planning, execution, and post-event review.

Working closely with Group Sales, Event Sales, Event Planning, Revenue Management, Banquets, and Hotel Operations, the Event Space Optimization Manager evaluates booking patterns, space utilization, program requirements, and operational considerations to ensure the hotel event space is deployed effectively.

The ideal candidate combines strong hotel event knowledge with analytical thinking and the ability to balance customer needs, sales opportunities, and the long-term utilization of the hotels event-space inventory.

Key Responsibilities

Event Space Management & Optimization

• Manage and continuously review the hotels meeting and event space inventory to maximize utilization and preserve future selling opportunities.
• Review proposed function space placements to ensure groups are using the appropriate amount and configuration of space based on guestrooms, attendance, food and beverage contribution, meeting requirements, and overall business value.
• Partner with Sales and Events to create efficient booking patterns and minimize unnecessary or excessive space commitments.
• Evaluate rooms-to-space relationships and identify opportunities to improve space productivity.
• Identify opportunities to consolidate, relocate, divide, or reuse function space to create additional availability.
• Protect high-demand and premium function space by ensuring placement is appropriate to event size, value, timing, and requirements.
• Establish and monitor appropriate booking patterns, including arrival and departure timing, setup and teardown requirements, and use of pre-function and ancillary space.
• Identify opportunities to layer compatible programs and events while maintaining an exceptional guest experience.

Business Review & Booking Governance

• Participate in Daily Business Review and provide recommendations regarding function space availability, placement, conflicts, and booking exceptions.
• Review opportunities outside established booking guidelines and provide analysis to support leadership approval.
• Review Programs of Events and proposed space allocations before business progresses through the contracting process.
• Identify duplicate bookings, unnecessary holds, space conflicts, excessive setup periods, and other conditions that could limit future selling opportunities.
• Partner with Sales leadership when business requires exceptions to established booking guidelines.
• Ensure booking comments and documentation accurately reflect space decisions, approvals, conflicts, and agreed-upon solutions.
• Monitor tentative and definitive business for changes that materially affect the hotels future ability to sell space.

Event Lifecycle & Space Management

• Maintain active oversight of function space from initial proposal through turnover and event execution.
• Partner with Sales Managers during the proposal and contracting process to ensure space commitments accurately reflect anticipated program needs.
• Partner with Event Planning Managers following turnover to monitor changes in attendance, agenda, room sets, food and beverage requirements, and space utilization.
• Establish and monitor deadlines for tentative and final program details so unused space can be identified and released for resale.
• Review requests for additional function space and evaluate appropriate value through meeting room rental, increased guestrooms, increased food and beverage commitments, or other considerations.
• Identify opportunities to release space when program requirements decrease.
• Ensure material changes to contracted space are appropriately documented and communicated.
• Partner with Event Planning and Operations to proactively identify tight turns, significant room resets, air-wall changes, production requirements, and other operational considerations created by event-space decisions.

Space Audits & Future Opportunity Management

• Conduct regular audits of future definite and tentative bookings to identify space conflicts, inefficiencies, and opportunities to recapture inventory.
• Complete periodic space audits across the hotels booking cycle.
• Review lost and turned-down business to identify opportunities that may have been declined because of inefficient space placement or inventory restrictions.
• Monitor tight-turn opportunities and work with Events and Operations to determine whether additional business can be accommodated.
• Review annual and repeat programs against historical actual space usage.
• Identify contracted space that was historically unused or underutilized and provide information to Sales and Events for future negotiations.
• Maintain historical space-use information to improve future booking decisions and strengthen the hotels negotiating position with repeat customers.

Reporting & Analysis

• Utilize Envision and applicable hotel reporting tools to evaluate function-space utilization and booking patterns.
• Review Function Room Occupancy reports to evaluate current and projected space utilization.
• Maintain and analyze space-management reporting, including space conflicts, booking changes, tight turns, lost and turned-down opportunities, and utilization.
• Evaluate actual function-space usage following major and repeat programs.
• Track space moves, additions, releases, and other significant changes to bookings.
• Provide Sales and Events leadership with actionable information regarding upcoming need periods and available event-space opportunities.
• Assist leadership with the development and annual review of hotel-specific function-space booking guidelines.

Sales, Events & Operational Partnership

• Serve as a central resource for Group Sales, Event Sales, and Event Planning regarding meeting and event space.
• Partner with Sales Managers to identify creative space solutions that allow the hotel to accommodate desirable business.
• Support hotel tours when appropriate by helping Sales teams evaluate program requirements and identify efficient space solutions.
• Collaborate with Event Planning Managers to ensure program evolution does not unnecessarily restrict future selling opportunities.
• Work closely with Banquets, Engineering, Audiovisual partners, and Hotel Operations when space-management decisions create operational or labor considerations.
• Maintain a customer-focused approach while balancing individual program requirements with the overall needs of the hotel.
• Promote collaborative decision-making between Sales, Events, Revenue Management, and Operations when complex space situations require leadership review.

We Offer Excellent Benefits

• Free room nights, discounted and Friends & Family room rates at wonderful Hyatt locations around the world.
• Celebrations, recognitions, and volunteer opportunities.
• Full medical benefits after 30 days of employment.
• 401K with company match and Employee Stock Purchase Plan.
• Paid vacation, holidays, sick days, extended sick leave, and paid family bonding time.
• New child leave, adoption assistance, and tuition reimbursement.
• Free colleague meals during shift and free access to Headspace.
• PerkSpot discounts at various retailers and discounted parking and annual DART passes.
• Work-life balance.

This position offers a unique opportunity to directly influence the hotel's performance by maximizing the utilization of meeting and event spaces while supporting Hyatt's commitment to exceptional guest experiences.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Qualifications

• Minimum of two years of hotel Sales, Catering, Event Planning, Convention Services, or related experience; large convention hotel experience strongly preferred.
• Strong understanding of meeting and event space, event programming, room sets, group booking patterns, and the group and event lifecycle.
• Experience with Envision or comparable hotel Sales and Catering systems preferred.
• Ability to read and evaluate Programs of Events, function-space diagrams, group room blocks, and event requirements.
• Strong analytical, organizational, and problem-solving skills.
• Ability to identify space conflicts and develop creative solutions that balance customer, sales, and operational needs.
• Strong verbal and written communication skills with the ability to influence decisions across multiple departments.
• Intermediate to advanced proficiency in Microsoft Office, particularly Excel.
• Ability to manage multiple priorities and make sound decisions in a fast-paced, high-volume environment.
• A true desire to satisfy the needs of guests and internal customers while protecting the long-term utilization of the hotels event-space inventory.