Conference Planner
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Job Location:
Saint Charles, IL - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Q Center is looking for a Conference Planner to join our team!
Job Summary
The Conference Planning Manager (CPM) is responsible for planning coordinating and executing meetings events and conferences from contract turnover through on-site operation. This position manages programs of varying size and complexity ensuring all logistical detailsincluding room configurations audiovisual needs guest room requirements and food and beverageare accurately captured and communicated to internal departments.
Acting as the primary liaison for assigned groups the CPM supports client planning efforts provides guidance on meeting logistics and delivers a smooth and professional event experience. The role partners closely with all departmentsThis position is on-site with a schedule that may include evenings and weekends generally a 45 hour workweek from 7:30am - 5:00pm.
Starting rate for this position is $60000/year.
Benefits
- Paid time off
- 401(K) with employer match
- Holiday Pay
- Medical Dental and Vision Insurance with Wellness Credits
- Employee Assistance Program
- Basic Life AD&D
- Disability Benefits
- Employee Meals
Education & Experience
- High School diploma or equivalent and/or experience in a conference center or a related field required.
- 24 years of event conference planning or hospitality experience preferred
- College course work in related field preferred.
- Proficient computer knowledge/skills required.
- Experience with conference center systems (Delphi Opera Diagramming tools) preferred.
Physical Requirements
- Flexible weekend schedules assigned per year and long hours sometimes required.
- Light work - Exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift carry push pull or otherwise move objects.
Fundamental Requirements:
- Maintain professional communication with clients and internal teams promoting open lines of communication.
- Lead the planning process for multi-day programs utilizing multiple meeting rooms ensuring all logistics are organized and executed accurately.
- Develop detailed event specifications diagrams timelines and related planning documents.
- Act as the primary liaison for assigned clients offering support and logistical guidance throughout the planning cycle.
- Consult with clients on best practices for attendee flow room utilization meeting patterns and general event logistics.
- Partner with internal departmentsincluding AV banquet culinary front office housekeeping and securityto confirm and communicate program requirements.
- Manage event changes in real time updating BEOs guarantees room sets and timelines with accuracy and urgency.
- Conduct pre-con meetings daily BEO reviews and post-event debriefs as required for assigned programs.
- Track updates and communicate changes promptly through established SOPs.
- Manage guest room guarantees rooming list updates pickup and billing according to SOP deadlines.
- Complete cost estimates verify billing accuracy and support Finance during post-event review and invoicing.
- Monitor food & beverage minimums AV charges and other revenue-related components to help ensure financial accuracy and client satisfaction.
- Create update and distribute BEOs resumes floor plans and addendums with consistent accuracy.
- Maintain organized event files using Delphi Opera and Diagramming tools.
- Assist with departmental documentation including purchase orders SOP compliance and maintaining the Conference Planning Checkbook.
- Respond promptly and courteously to guest and associate concerns problems or requests ensuring follow-up and resolution.
- Keep the Director of Conference Planning informed of any issues that require attention.
- Attend operational meetings as assigned.
- Support sales in rebooking repeat business when appropriate.
- Contribute to daily departmental operations and collaborative team efforts.
- Associate must at all times be attentive friendly helpful and courteous to all guests and fellow associates.
- Maintain a professional working relationship and promote open lines of communication with managers associates and other departments.
- Oversee and manage the daily operations of department and associates.
- Work directly with all departments of the conference center to ensure that all appropriate communication for upcoming business is complete and distributed in a timely manner to the management team in the form of Banquet Event Orders and Resumes; including and not limited to the departments below:
- Conference Services/Technology
- Food and Beverage
- Guest Services
- Recreation
- Q Creative
- Finance
- Work with Finance Department to review and complete all post billing then supply client with final invoice.
- Maintain confidentiality and security of specified conference center information correspondence reports and files.
- Perform all necessary requirements of account lead to assigned account.
- Assist sales department in rebooking repeat business.
- Contribute to the management of the daily operation of the department.
- Conduct walking site inspections and maintain the onsite communication channel between conference center and client.
- Plan and conduct pre and post event meetings with clients to ensure satisfaction and obtain feedback; communicate feedback with applicable departments.
- Maximize exposure through creative promotion both during and pre /post event.
- Provide feedback to Director of Conference Planning relating to guest comments observations rumors market trends and competitors activities.
- Greet guests during events.
- Anticipate guests needs respond promptly and acknowledge all guests.
- Maintain confidentiality and security of specified conference center information correspondence reports and files.
- Perform all necessary requirements of account lead to assigned account.
- Continuously maintain accurate and updated information in Delphi.
- Assist sales department in rebooking repeat business.
- Contribute to the management of the daily operation of the department
- Contribute to the definition and implementation of departmental objectives and standard operation procedures.
The Q Center: Q Center is more than a conference center its an experience! With 40 years of experience in meeting planning and special event production Q Center has become an industry leader with boundless versatility and exceptional levels of service. As the largest full-service conference facilities in the Midwest our vast 150000 square-feet of IACC-certified meeting and event spaces regularly host a variety of occasions from large-scale Fortune 500 company meetings to small business training and special events like fundraisers and galas. One thing is for sure food and fun are abundant at Q Center for all to enjoy. From our 95 acres of recreational fun to exploring local sites and indulging in gourmet cuisine we aim to make every guest experience beyond expectations. Q Center isnt just for business meetings and conferences our multi-talented team and event space makes us one of the Midwests premier special event venues! We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability status protected veteran status or any other characteristic protected by law. If you require a reasonable accommodation to complete an application please email your request toand provide the job title to which you are applying. |
Key Skills
- GIS
- JAWS
- Military Experience
- Business Management
- Emergency Management
- Joint Operations
- Production Planning
- Relationship Management
- Strategic Planning
- ERP Systems
- Exercise Planning
- MRP
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