Conference Planning Manager Job at Pyramid Global Hospitality (Virginia)

Job Description

This role is responsible for detailing, servicing, and delivering group meetings, conferences, and catered events while driving banquet and conference revenue and ensuring an exceptional guest experience. The ideal candidate brings a hands-on leadership style, strong knowledge of conference center operations, food and beverage execution, space optimization, and event technology. This individual works closely with conference services, banquets, sales, and hotel leadership to ensure flawless execution, revenue optimization, and consistently high guest satisfaction.

Job Responsibility

Achieve budgeted banquet and conference revenue, including food, beverage, room rental, audio-visual, guest room groups, and ancillary revenue
Work closely with leadership to ensure group food and beverage contribution aligns with budgeted expectations
Consistently meet monthly revenue goals for assigned segments through effective detailing, servicing, and upselling
Demonstrate strong working knowledge of food, beverage, A/V, and event services to promote enhancements and upgrades
Maintain complete knowledge of all assigned groups, meetings, and events
Accurately prepare Banquet Event Orders (BEOs) and event resumes
distribute to appropriate teams and actively participate in weekly (or as-needed) BEO/resume meetings
Orchestrate and facilitate pre- and post-conference meetings with clients and internal stakeholders as needed
Review all event-related invoices for completeness and accuracy and submit to clients for payment
Provide daily direction and leadership to the conference services operations team
Serve as the primary onsite contact for clients and all third-party vendors during events
Partner with the Banquet Manager to ensure all meeting and event space is set as required
Oversee the setup and maintenance of conference rooms, ballrooms, and pre-function space, including furniture, A/V technology, meeting amenities, and food and beverage stations
Ensure conference guests receive proper support for all technology and presentation needs
Monitor and coordinate vendors and external contractors for event setup, equipment rentals, and maintenance
Ensure all conference and banquet spaces are opened, closed, and maintained in compliance with safety standards
Oversee service during meals and breaks, ensuring meeting spaces remain clean, organized, and guest-ready
Maintain all conference and event equipment, ensuring timely maintenance, repairs, and replacement
Work directly with vendors and the Business Operations Manager on equipment purchases and service agreements
Maintain complete knowledge of food and beverage service standards and current industry trends
Participate in daily, weekly, and monthly operational meetings as required
Lead by example with professionalism, integrity, sound judgment, and discretion
Demonstrate strong communication, listening, and problem-solving skills
Effectively multitask, remain composed under pressure, and consistently follow through on commitments

Requirements

Previous experience in planning and execution of Banquet/Catering events
Strong leadership skills
Thorough, detail oriented, organized, and pro-active
Independent thinker and doer
Strong sense of style and taste
Strong, intuitive ability to deliver exceptional customer service
Proficient knowledge with both AV and IT
Management/supervisory experience
Knowledge of maintaining all audio-visual equipment, to include storage
Experience reading and understanding Banquet Event Orders
Ability to communicate effectively with all guests and team members
Experience with scheduling, hiring, and training team members

What we offer

Comprehensive health insurance
Retirement plans
Paid time off
On-site wellness programs
Local discounts
Employee rates on hotel stays
Ongoing training and development opportunities

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Conference Planning Manager

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