Conference Planning Manager - NCED Hotel & Conference Center
Aramark
- Norman, OK
- Permanent
- Full-time
- Receives upcoming meetings through official turnover process and must contact client within 48 hours.
- Works with operations and sales staff to discuss all logistical details of conference, and work directly with client.
- Provides client with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.).
- Assists client with any special needs/requests by making arrangements with vendors. (Flowers, decorations, offsite dinners, etc.)
- Coaches’ client through the different planning phases to obtain necessary information in a timely manner.
- Menus due 30 days prior to event start
- Rooming List due by contracted cutoff date
- Guaranteed numbers due 10 days prior to event start
- Signed BEOs due 72 hours prior to event start
- Relays all conference details to necessary departments, including but not limited to transportation forms, BEOs, site visit notifications, VIP notifications, special dietary forms, etc.
- Creates an accurate "Group Resume" for the conference including all necessary information; leaving no items blank & working with Sales Manager if additional information is needed to complete.
- Attend weekly BEO meeting to review any changes in upcoming programs or special events.
- Sending out revised BEOs that result from BEO meeting on Tuesdays by close of business
- Relays all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Special needs, VIP announcements, etc.
- Sets up Pre-Con meeting as necessary for VIP Events, or any event a client requests to have one &/or any event the DOSM deems necessary for the overall success of event. Attendees to include all department heads.
- At onset of conference, meets with client/on-site contact (if available) and checks meeting and function space to make sure client's needs have been met.
- Inspect status of all event space set-ups (a minimum of 30 minutes prior to event start time), ensuring they are properly set & ready prior to client arrival &/or event start time. Make a note of any changes that are