Conference Setup Supervisor

Conference Setup Supervisor

The Conference Setup Supervisor is responsible for coordinating and overseeing the preparation of conference, banquet, meeting, wedding, and special-event spaces throughout Shanty Creek Resort. This position schedules and supervises the conference setup team while working closely with Conference Services Coordinators and the Conference Services team to ensure event spaces are prepared accurately, safely, and on time.

The Conference Setup Supervisor assists with event diagrams, banquet event orders, audiovisual billing, room cleanliness, and the organization and maintenance of conference décor, equipment, and specialty items. This is a Conference Services position that reports directly to the Director of Conference Services.

Success in this role requires strong organization, attention to detail, communication skills, and the ability to manage multiple events and changing priorities.

• High school diploma or equivalent.
• Previous experience in hospitality, banquets, conference services, event operations, or a supervisory role.
• Ability to read and follow banquet event orders, room diagrams, and event instructions.
• Strong organizational and time-management skills.
• Basic computer and data-entry skills.
• Ability to communicate professionally with employees, managers, vendors, and guests.
• Ability to work independently and as part of a team.
• Ability to work a flexible schedule based on business and event needs, including evenings, weekends, and holidays.

• Previous experience supervising an event or banquet setup team.
• Experience working in a resort, hotel, conference center, or banquet environment.
• Familiarity with Maestro or similar property-management or event-billing software.
• Experience creating or reviewing event-room diagrams.
• Knowledge of audiovisual equipment and conference-room setup standards.

• Schedule, direct, and supervise conference and banquet setup employees.
• Assign daily work responsibilities based on the event schedule, banquet event orders, diagrams, and operational needs.
• Ensure conference rooms, banquet spaces, and meeting areas are set up accurately and completed within required timelines.
• Inspect completed event spaces to verify that tables, chairs, linens, audiovisual equipment, décor, and other requested items are positioned correctly.
• Coordinate room changes, last-minute requests, and event transitions with Conference Services Coordinators and Conference Services leadership.
• Assist employees with room setup, teardown, equipment movement, and event preparation as needed.
• Communicate staffing, equipment, maintenance, or scheduling concerns to the Director of Conference Services.

• Collaborate with Conference Services Coordinators in constructing and updating event-room diagrams.
• Assist with proofreading banquet event orders to identify errors, inconsistencies, or missing information.
• Review banquet event orders and diagrams with the setup team to ensure event requirements are clearly understood.
• Communicate questions or potential conflicts to the appropriate Conference Services Coordinator before the event.
• Support the coordination of audiovisual equipment, décor, specialty equipment, and event-related requests.

• Enter audiovisual invoices and charges into Maestro for each applicable account.
• Verify that audiovisual services and equipment charges are accurately documented.
• Maintain organized records of audiovisual invoices and event-related charges.
• Notify the appropriate manager or Conference Services Coordinator of missing, incomplete, or inconsistent billing information.
• Assist with additional administrative duties related to conference and banquet operations as assigned.

• Monitor the cleanliness and overall condition of conference rooms, meeting spaces, storage areas, and event equipment.
• Ensure conference rooms are clean, organized, and guest-ready before each event.
• Contact Housekeeping, Maintenance, or other appropriate departments when cleaning, repairs, or…