Meeting/convention services managers are in charge of ensuring that attendees have an exceptional experience during meetings and conventions. They are responsible for communicating with planners regarding specific details and arrangements, as well as checking function books to make sure proper space and time has been allocated and arranged. These managers also conduct site inspections to check accommodations, meet with clients to cultivate business relationships, and recommend external services depending on the requirements for the event. They conduct meetings with clients prior to the event to finalize details and with meeting planners after the event to review bill terms and evaluate service.
Meeting/convention services managers create contracts detailing meeting arrangements, and they must be present during the conventions to assist with specific requests and ensure proper service related to staff and equipment. The managers supervise event preparation tasks and change items in the venue as needed, as well as interact with vendors, guests, co-workers, and other management personnel. They must use their working knowledge of diverse food, decoration, and entertainment equipment services in planning, as well as mathematical skills to calculate commissions and estimates.
A bachelor's degree in event planning or a related field is necessary. Experience in a managing capacity and/or meeting planning may be preferred. Meeting/convention services managers must be highly organized individuals that pay strong attention to detail. They should be results oriented, independent professionals with advanced leadership skills to manage a group of employees to reach all company goals. They also must possess exceptional communication skills to establish effective relationships with clients.
Meeting / Convention Services Manager Tasks
- Handle meeting logistics including travel for attendees, meeting setup, entertainment, and catering.
- Arrange supplies and equipment for speakers, vendors and workshop leaders for the day of the event.
- Work with copywriters, graphic designers and webmasters to create print and Web communications used before, during and after the conference.
- Work with caterers, venues and other vendors to negotiate contracts and determine conference cost.