Convention Services Manager

5 months ago(8/28/2017 9:23 AM)
Requisition ID
# of Openings
Category (Portal Searching)
Catering and Convention Services




Scheduled to open in late spring 2018, this luxurious Omni property located in the heart of Downtown Louisville, is designed with intersecting towers that represent the crossroads of the past, present and future of Louisville. Inspired by the city’s rich history and authentic character, the Omni Louisville will transform one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city.
The hotel will be a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, will allow guests to rest, relax or socialize with spectacular views of the city from above. The essence of Louisville is woven throughout with interior design blends elements of the city’s heritage, culture and character, felt everywhere from the hotel restaurants to a featured bourbon bar to the hotel’s Speakeasy and bowling alley.
Guests will also enjoy a dynamic 20,000 square foot modern urban lifestyle market connected to the lobby of the hotel. Transforming Liberty Street into a pedestrian thoroughfare, the market serves as a community gateway for hotel guests and locals alike, inviting the neighborhood in with the smells of freshly brewed Heine Bros. coffee, baking bread and fragrant fresh flowers.


Job Description

Prepares all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high level service throughout the planning, event and post-event phases of property events. This position primarily handles complex events, including City wide, Corporate and State Association Conferences. Recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. Serves as the meeting planner’s primary contact (following turnover) on property and is responsible for his/her experience. Supports and acts on behalf of the Director of Convention Services in his/her absence.


Coordinate all aspects of conferences as assigned by the Director of Convention services to include but not limited to: food and beverage requirements, effective meeting space usage, audio-visual requirements, guestroom types and rooming lists, function room set up, group transportation, check in and check out needs, billing, telephone and internet requirements, box storage and delivery, power requirements, expected food and beverage outlet usage, business center requirements, entertainment, leisure activities, décor (to include floral) requirements.


  • Prepares and reviews resumes for groups. Ensures all departments receive necessary information pertaining to the Conference.
  • Partners with the culinary team to create customized menus to fit client’s needs as well as increase food and beverage revenues.
  • Verifies contracted banquet meeting rooms in order to guarantee proper space has been assigned and that meeting rooms can accommodate requested set-ups.
  • Verifies that all conventions adhere to company policies, fire department regulations, state liquor laws and other applicable government regulations.
  • Oversees contracted group room blocks to include cutoff, attrition, etc.
  • Conducts pre-planning meetings to include necessary departments when requested by client.
  • Entertains clients in a professional manner to establish closer working relationships.
  • Initiates the method of payment process and assist the credit manager in all accounting procedures.
  • Collects information to create master account estimates 90 days and 21 days prior to conference/event.
  • Creates Banquet Event Orders (BEO’s) to review with the meeting planner. Receives signed event orders and provides these to the Credit Manager.
  • Distributes BEO’s which includes all food and beverage and meeting requirements to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily BEO meeting.
  • Attends required meetings including morning and afternoon Stand-Up Meeting, BEO Meeting, Forecast Meeting and Department Staff Meeting.
  • Recommends appropriate “in-house” and/or preferred vendors for group related services to drive hotel revenue.
  • Conducts pre-conference meetings with meeting planner and all appropriate department heads.
  • During conference, will ensure the meeting arrangements are to the meeting planner’s specifications. Ensures all on-site changes are managed efficiently.
  • Available to meeting planner during conference through phone, email, and in person to trouble shoot any questions that arise.
  • Arranges for post-conference meetings with the meeting planner and the Executive Committee when requested.
  • Responsible for accurately forecasting all food and beverage events, on a monthly and yearly basis. Assist in forecasting guestroom revenue along with the Group Housing Coordinator.
  • Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations.
  • Uses his/her judgment to integrate current trends in event management and event design.
  • Sets goals and delegates tasks to improve hourly staff performance.
  • Provides the necessary training, motivation and leadership for all department personnel.
  • Attend and actively participate in all pertinent meetings to include BEO, Resume, Cutoff, Daily Stand-Up, Daily Business Review, etc.
  • Supports and acts on behalf of the Director of Convention Services in his/her absence.


  • A minimum of 3-5 years previous experience as a Conference/Convention Services Manager in a high volume upscale hotel required.
  • Must be able to work flexible hours to include weekend and holidays in order to meet the demands of a 24 hour operation
  • Excellent communication skills in all aspects: verbal, written and non-verbal
  • Bachelor’s Degree preferred
  • Appropriate, professional appearance and presentation
  • Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems
  • Must be conversant with culinary techniques and food creativity. Knowledgeable in banquet set-ups and creativity in room decorations.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
  • Ability to work cohesively with co-workers both within and outside of the department
  • Ability to think clearly, quickly and make concise decisions
  • Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
  • Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment.
  • Stand, walk or sit for an extended periods or for an entire work shift.


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