Conference Services Manager

Conference Services Manager

The Conference Services Manager will serve as the primary planner-facing lead for assigned conference centers and venues, managing all event readiness, operational coordination, and on-site execution to properly meet the needs of the client.

Job Responsibilities:

• Act as the single point of accountability during assigned coverage hours, ensuring seamless communication between planners, internal teams, vendors, and partners.
• Validate and manage all event details in Momentus, confirming room setups, service requirements, timelines, and special requests align with client expectations.
• Review event schedules and Event Orders to proactively identify conflicts, overlaps, safety concerns, and opportunities to improve room layouts, traffic flow, and attendee experience.
• Coordinate and support large-scale, multi-day, and high-profile events, including major load-ins, guest arrivals, peak activity periods, and venue transitions.
• Lead overall building and meeting room readiness, ensuring consistent quality, safety, cleanliness, and hospitality standards across all spaces.
• Conduct regular building and operational rounds, overseeing docks, loading zones, fire lanes, parking needs, and high-traffic areas in coordination with security teams.
• Oversee way finding, room signage, printed materials, building communications, building hours of operation, and staffing coverage.
• Collaborate with Event Operations Coordinators (EOCs) to assess and address custodial deficiencies and review furniture and infrastructure.
• Approve and coordinate event requests, including custom build-outs, elevated work platforms, scissor lift usage, and high-access operational needs.
• Manage event supplies and operational inventory, ensuring adequate stock, proper storage, timely deployment, and post-event recovery of event materials.
• Oversee warehouse items and high-value cage assets, maintaining accurate inventory tracking, condition assessments, and loss prevention measures.
• Coordinate inventory equipment, and supply movement to support efficient event setups, breakdowns, and venue resets.
• Meet regularly with the Director of Conference Services and key stakeholders to communicate updates, align priorities, and advance operational initiatives.
• Drive continuous improvement initiatives through data-driven insights and cross-functional collaboration.
• Produce, analyze, and report on operational data and performance metrics to identify trends, efficiencies, and improvement opportunities.
• Create and distribute the daily operational report, outlining all upcoming conference center events and key operational considerations.
• Develop, document, and maintain Standard Operating Procedures (SOPs), operational guidelines, and project documentation for event teams, partners, and vendors.
• Identify opportunities to streamline workflows, enhance safety, and elevate hospitality standards across conference services operations.
• Represent Aramark and the Conference Center in such a manner as to enhance their reputation.
• Monitor safety, logistics, and guest hospitality throughout all phases of events, ensuring compliance with safety protocols and service standards.
• Support attendee flow, line management, ushering, and guest experience for high-volume events, including specialized venues such as the Stanford Theatre and attendee ingress/egress.
• Serve as an on-site problem solver during live events, quickly addressing operational, safety, or guest service issues as they arise.

Qualifications:

• Minimum of 2 years supporting conference or events services.
• Knowledge of CVENT, Web Ex, MS Teams, and various virtual meetings is strongly preferred.
• Certified Meeting Planner and or Certified Government Meeting Planner certification preferred.
• Experience with computer applications including but not limited to:
  Microsoft Office, Momentous, Delphi, Opera or other event management systems.
• The ability to manage in a diverse environment with focus on client and customer services is essential.