Conference Planning Manager

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Q Center is looking for a Conference Planner to join our team!

The Conference Planning Manager (CPM) is responsible for planning, coordinating, and executing meetings, events, and conferences from contract turnover through on-site operation. This position manages programs of varying size and complexity, ensuring all logistical details—including room configurations, audiovisual needs, guest room requirements, and food and beverage—are accurately captured and communicated to internal departments. Acting as the primary liaison for assigned groups, the CPM supports client planning efforts, provides guidance on meeting logistics, and delivers a smooth and professional event experience.

The role partners closely with all departments. This position is on-site, with a schedule that may include evenings and weekends, generally a 45 hour workweek from 7:30am - 5:00pm. Starting rate for this position is $60,000/year.

• Paid time off
• 401(K) with employer match
• Holiday Pay
• Medical, Dental and Vision Insurance with Wellness Credits
• Employee Assistance Program
• Basic Life, AD&D
• Disability Benefits
• Employee Meals

• High School diploma or equivalent and/or experience in a conference center or a related field required.
• 2–4 years of event, conference planning, or hospitality experience preferred
• College course work in related field preferred.
• Proficient computer knowledge/skills required.
• Experience with conference center systems (Delphi, Opera, Diagramming tools) preferred.

• Flexible, weekend schedules assigned per year and long hours sometimes required.
• Light work - Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

• Maintain professional communication with clients and internal teams, promoting open lines of communication.
• Lead the planning process for multi-day programs utilizing multiple meeting rooms, ensuring all logistics are organized and executed accurately.
• Develop detailed event specifications, diagrams, timelines, and related planning documents.
• Act as the primary liaison for assigned clients, offering support and logistical guidance throughout the planning cycle.
• Consult with clients on best practices for attendee flow, room utilization, meeting patterns, and general event logistics.
• Partner with internal departments—including AV, banquet, culinary, front office, housekeeping, and security—to confirm and communicate program requirements.
• Manage event changes in real time, updating BEOs, guarantees, room sets, and timelines with accuracy and urgency.
• Conduct pre-con meetings, daily BEO reviews, and post-event debriefs as required for assigned programs.
• Track updates and communicate changes promptly through established SOPs.
• Manage guest room guarantees, rooming list updates, pickup, and billing according to SOP deadlines.
• Complete cost estimates, verify billing accuracy, and support Finance during post-event review and invoicing.
• Monitor food & beverage minimums, AV charges, and other revenue-related components to help ensure financial accuracy and client satisfaction.
• Create, update, and distribute BEOs, resumes, floor plans, and addendums with consistent accuracy.
• Maintain organized event files using Delphi, Opera, and Diagramming tools.
• Assist with departmental documentation including purchase orders, SOP compliance, and maintaining the Conference Planning Checkbook.
• Respond promptly and courteously to guest and associate concerns, problems, or requests, ensuring follow-up and resolution.
• Keep the Director of Conference Planning informed of any issues that require attention.
• Attend operational meetings as assigned.
• Support sales in rebooking repeat business when appropriate.
• Contribute to daily departmental operations and collaborative team efforts.
• Associate must, at all times, be attentive, friendly, helpful, and courteous to all guests and fellow associates.
• Maintain a professional working relationship and promote open lines of communication with managers, associates, and other…