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