Conference Services Manager

Ridgedale, Missouri
Big Cedar Lodge
Depends on Experience Annual
Full Time
Varies - Weekends Needed

Summary The Conference Services Manager's  role is to be the main contact for the client after the sales contract is definite/confirmed. The CSM is to anticipate the client's need and constantly be pre-planning with the client. Discuss meeting room arrangements for the space that is blocked, menus and activities, outside services, travel arrangements, and actively planning the complete event. Communicate this information through respective resort department heads via a Resume and  Banquet Event Order forms. Service the event while the group is here, and check in with the client to make sure that all is as planned. Follows through to ensure all function arrangements discussed meet specifications.  After the conclusion of the event, reviews final bill and comments with the meeting planner.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  •  Review all new files to completely understand the purpose of the meeting and be familiar with all the communication with the Sales Manager
  • Recheck Delphi to ensure proper function space has been assigned for the program.
  • Ensure all Confirmations, P.O.'s, etc. filled out completely and match the contract.
  • Schedule arrangements for entertainment and activities. Recommends special outside services when required.
  • Up sells Food and Beverage for Banquet functions, and all other departments on properties.
  • Prepares Banquet Event Orders and Resumes for groups, constantly planning and reviewing the group details/changes.
  • Conducts all necessary Site and planning visits, Pre-Conference and Post-Conference meetings, when needed with staff and clients.
  • During VIP or Special Events, will ensure the meeting and menu arrangements are to specification, along with the banquet department.
  • Attend Banquet Event Order meetings with the Banquet, A/V, and accounting support staff two-three times per week. Be prepared to discuss the importance of the group, and any special details.
  • When clerical staff is not available, answer phones, complete Delphi traces,merge daily and weekly Delphi reports and distribute to staff, etc.
  • Will perform other duties as required.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience                                                

One to two years of experience as a Conference Services or Catering Sales Manager in a hotel or resort setting required. Experience with Delphi is preferred, a degree in Hotel/Restaurant Management perfered.

Language Skills                                             

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills                                                   

bility to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Ability                                                      

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills                                             

To perform this job successfully, an individual should have knowledge of Delphi Database software; Microsoft Outlook Internet software and MS Word or Word Perfect Word Processing software.

Other Skills and Abilities                                           

The ability to work well with a team, to prioritize, a sense of urgency and a real concern for guest satisfaction.

Other Qualifications                                                  

Must possess attention to detail, strong communication and customer service skills and the ability to follow through and multi-task.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to fumes or airborne particles; toxic or caustic chemicals and outside weather conditions. The noise level in the work environment is usually moderate.