What are the responsibilities and job description for the CONFERENCE PLANNING MANAGER position at The National Conference Center?
The National Conference Center is one of the largest and most comprehensive conference centers and learning and development campuses in the nation with 917 guestrooms and 270,000 square feet of conference and event space. Located in Leesburg, Virginia along the Potomac River near Washington DC, 20 minutes from Dulles Airport, The National delivers the country’s foremost learning and meeting experience. The National offers a unique combination of extensive conference facilities and guest lodging to create the ideal environment for participant development. Our multipurpose venue offers tremendous flexibility to provide the perfect environment for a variety of line level training, executive education, and professional development programs.
POSITION SUMMARY: The National is seeking a full time, salaried Conference Planning Manager who coordinates the activities of staff and conference personnel to make arrangements for group meetings and conferences. Coaches the client by providing information and suggestions pertaining to conferences. Disseminates appropriate information to the operational departments. Acts as liaison between the client and the operation in order to meet client’s needs and expectations.
ESSENTIAL TASKS:
• Receives upcoming conferences from Sales Department and thoroughly reviews files.
• Contacts client to discuss all logistical details of conference.
• Provides client with all necessary information and details regarding their visits to NCC (audio visual, set up, banquet, information brochures, etc.)
• Assists client with and any special need/request by making arrangements with vendors. (Flowers, decorations, off-site dinners, etc.)
• Coach client through the different planning phases to obtain necessary information in a timely manner.
• Relay all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Set-up sheets, Special needs, etc.
• Creates a Banquet Event Order for the client including all necessary information. Distributes BEOs to all pertinent staff.
• Remains available and approachable throughout all planning phases to handle all questions and/or changes from the client.
• Meets with client and checks the general session to make sure client’s needs have been met.
• At the end of conference, follows-up with client to maintain good-will and generate future business.
• Sets up debriefing meeting with client to discuss the positive and negative aspects of the conference.
• Review all charges for accuracy with event contact.
• Maintain organized, legible and coherent customer files for every group, including copies of relevant correspondence, pricing, financial documents, BEOs and all other documents as stipulated.
• Actively supports the development, training and mentoring of team members in a constructive manner.
• May be required to work nights, weekends, and/or overtime.
• Additional tasks as requested by manager.
REQUIRED EDUCATION AND EXPERIENCE:
Education: Associate degree or bachelor’s degree in hospitality or other related field preferred.
Experience: Requires a minimum of 2 years’ experience.
Must have experience in management or supervisory position.
ADDITIONAL INFORMATION:
• The National has a competitive benefit package and a comprehensive medical, dental, vision, 401k, STD/LTD, and life insurance plans. All associates enjoy paid holidays and paid time off.
• This position will be based at The National Conference Center in Leesburg, Virginia.
• The National is an equal opportunity employer supporting diversity in all our business practices.
• As part of our pre-employment process, candidates who are extended an offer of employment will be required to successfully pass a drug test and background check.
National Conference Center provides equal opportunity (EEO) to all applicants and employees, regardless of race, color, ethnic origin, national origin, sex, marital status, pregnancy, sexual orientation, gender identity, religion, age, disability, genetic information, veteran status, or any other characteristic protected by applicable local, state, and federal laws and regulations. The company grants reasonable accommodations to applicants with known disabilities, unless doing so would pose an undue hardship for the company.
