Assistant Director of Conference Services

JOB OVERVIEW:

• Assist in overseeing all functions of the Conference/Conventions Services Department.  Ensure that all conferences, meetings and group activities are coordinated and managed within client expectations.  Upsell client events and manage function space and room block inventory to maximize hotel profit.  Ensure hotel and client fulfill group contract commitments.

DUTIES AND RESPONSIBILITIES:

• Assist directing the day-to-day activities of the conference/convention services team, plan, organize, and assign work and communicate goals.  Advise staff of formal policies and procedures.
• Ensure all staff is properly trained and have the tools and equipment needed to effectively carry out their job functions.
• Schedule conventions and business group activities and coordinate with other hotel-level departments to facilitate services agreed upon by the sales office and prospective clients.
• Conduct banquet and catering facility tours and entertain clients in accordance with company and property policy.
• Assist clients with menu planning, food and beverage coordination, table arrangements, decoration options, etc.  Arrange all details of conventions to include room set-ups, staging, lighting, audiovisual, traffic flow, menus, décor, entertainment, group room blocks, VIP services and approved method of payment.  Review daily posting of charges, resolve any discrepancies in a timely manner.  Follow-up to ensure client satisfaction.
• Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.
• Plan and conduct pre-event and post-event meeting with clients and catering staff.  Assist in completing forecasts, plans, and sales production reports for management.
• Monitor and ensure all functions are set-up, refreshed and broken down in compliance with scheduled times and department procedures.
• Promote teamwork and quality service through daily communication and coordination with other departments.  Key departmental contacts include Sales Staff, Executive Chef, Banquet Manager and convention services staff, and hotel Executive Committee.
• Interact with outside contacts:
  • Guests – to ensure their total satisfaction
  • Vendors – to arrange services
• May perform other duties as assigned.
• Other contacts as needed (Professional organizations, community groups)

ACCOUNTABILITY:

• https://careers.ihg.com/en/job-details/?jobref=Assistant+Director+of+Conference+Services%7cUS%7c167864#175680