SENIOR CONFERENCE PLANNING MANAGER

Job Summary

The Senior Conference Planning Manager is a key leader responsible for delivering seamless, highly organized, and exceptional meetings and events from the moment a contracted program becomes definite through its successful conclusion and post-event follow-up.

This position requires an experienced hospitality professional who is highly proactive, exceptionally detail-oriented, and comfortable managing multiple complex programs simultaneously. The Senior Conference Planning Manager serves as the meeting expert and primary planning partner for clients, anticipating needs, identifying opportunities, recommending solutions, and ensuring every detail of the program is accurately communicated and executed.

In addition to managing an individual portfolio of conferences and events, this role provides leadership and oversight within the Conference Planning Department and maintains a strong presence on the floor during program execution. The ideal candidate does not simply react to client requests—they stay several steps ahead, identify potential challenges before they arise, and actively guide clients toward decisions that improve both the guest experience and the success of their meeting.

Key Responsibilities:

Conference & Event Planning

Manage multiple conferences, meetings, and events simultaneously from contract turnover through post-event follow-up, maintaining complete ownership of program details throughout the planning lifecycle.

Guest Rooms & Rooming Lists

Oversee all guest room requirements associated with assigned programs, including room blocks, rooming lists, reservations, VIP accommodations, special requests, and billing arrangements.

Food & Beverage Planning

Guide clients through menu planning based on their agenda, program flow, attendee demographics, budget, service expectations, and overall meeting objectives.

Audio Visual & Meeting Technology

Manage programs with complex audio visual and technology requirements, working closely with clients, AV partners, speakers, meeting producers, and hotel operations.

BEO & Operational Execution

Prepare, review, and maintain highly accurate BEOs and related event documentation.

Ensure BEOs clearly communicate the client's expectations and provide operational teams with the information necessary to execute each event successfully.

Client Relationship Management

Develop strong, professional relationships with meeting planners and serve as their trusted hotel partner throughout the planning and execution process.

Maintain regular, proactive communication with clients so they always understand upcoming decisions, deadlines, opportunities, and potential concerns.

Department Leadership & Oversight

Provide leadership, guidance, and day-to-day support to members of the Conference Planning Department.

Help establish and maintain high standards for planning accuracy, organization, client communication, BEO quality, operational preparedness, and follow-through.

Preferred Qualifications:

• The successful candidate will have significant conference, convention, catering, event planning, or hotel operations experience, preferably within a full-service hotel, conference center, convention hotel, or similarly complex meeting environment.
• Candidates should demonstrate:
  • Proven ability to independently manage multiple complex meetings and conferences simultaneously.
  • Exceptional attention to detail and organizational skills.
  • A proactive mindset with the ability to anticipate needs, deadlines, challenges, and operational conflicts.
  • Strong knowledge of BEOs and hotel conference/event operations.
  • Experience managing room blocks, rooming lists, pickup, cutoff dates, VIP arrangements, and group reservation requirements.
  • Strong food and beverage knowledge with the ability to confidently recommend menus and service solutions.
  • Experience identifying appropriate upselling and revenue-enhancement opportunities.
  • Working knowledge of complex meeting AV, technology, and production requirements.
  • Strong client-facing communication, presentation, and relationship-management skills.