Conference Planning Manager

Who We Are

At Q Center, we create exceptional experiences through seamless execution, operational excellence, and a commitment to service. As a full-service conference and event destination, our success depends on strong cross-functional leadership, meticulous planning, and a focus on client satisfaction.

We believe great hospitality is powered by thoughtful strategy behind the scenes. Our leaders combine operational expertise with strategic insight to ensure every program delivers exceptional results, from start to finish.

If you are a proactive conference professional who thrives at the intersection of client service, logistics, and operational leadership, this is a role where your impact will be visible and measurable.

What’s the Role

As Conference Planning Manager, you serve as the operational lead for complex meetings and conferences. You are responsible for overseeing all planning activities from contract turnover through onsite execution and post-event billing reconciliation. Your role ensures operational accuracy, financial accountability, and an exceptional client experience across programs.

You will manage programs that may include multi-day agendas, structured breakout sessions, food and beverage minimums, and audiovisual requirements. You will partner closely with Sales, Conference Services, Food & Beverage, Guest Services, Finance, and other operational teams to ensure seamless communication, accurate documentation, and flawless execution.

What You’ll Do to Be Successful

1) Program Leadership & Client Partnership

• Act as the primary operational liaison for assigned clients from contract turnover through event completion
• Lead planning for programs assigned programs
• Conduct pre-convention meetings, daily Banquet Event Order reviews, and post-event debriefs
• Provide strategic guidance on meeting flow, room utilization, scheduling, and logistical optimization
• Perform site inspections and maintain strong onsite communication during program execution
• Ensure client expectations are clearly documented and communicated across departments

2) Event Planning & Documentation

• Prepare, review, and distribute Banquet Event Orders, group resumes, floor plans, timelines, and addendums
• Maintain complete and accurate event files in Delphi and related systems
• Track program changes in real time and update documentation in accordance with established Standard Operating Procedures deadlines
• Present assigned programs at operational meetings
• Communicate changes promptly and clearly to all operational departments

3) Guest Room & Financial Accountability

• Manage guest room guarantees, rooming lists, pickup reporting, and contractual commitments
• Monitor food & beverage minimums and ancillary revenue components
• Prepare cost estimates and review billing for accuracy prior to final invoice submission
• Partner with Finance to reconcile post-event billing and resolve discrepancies
• Identify potential revenue risks and escalate concerns to the Director of Conference Planning

4) Operational Coordination

• Collaborate with Conference Services, Food & Beverage, Guest Services, Housekeeping, Security, and Finance to confirm event requirements
• Ensure all departments receive accurate, timely documentation to support operational readiness
• Manage real time event adjustments with professionalism and urgency
• Support Sales in rebooking repeat business when appropriate

5) Performance & Compliance

• Adhere to all Standard Operating Procedures and internal deadlines
• Maintain accuracy in documentation and billing review
• Support departmental productivity, communication standards, and operational consistency
• Maintain confidentiality of client and company information
• Keep the Director of Conference Planning informed of issues required escalation

What You Bring

We are seeking a detail-oriented, client focused professional who combines operational expertise with financial awareness and strong organizational skills.

Education & Experience

• High school diploma or equivalent required
• 5-7 years of progressive experience in conference planning, event management, or hospitality operations
• Working knowledge of event management systems (Delphi, Opera, diagramming tools) preferred

Technical & Leadership Skills

• Strong organizational and time management skills
• Exceptional attention to detail and documentation accuracy
• Ability to manage multiple concurrent programs
• Effective communicator with strong client-facing presence
• Financial acumen related to billing accuracy and contract compliance
• Ability to problem solve in high volume, fast paced environments
• Professional judgement and escalation awareness

The Details

Reports To: Director of Conference Planning

Status: Exempt

Physical Requirements: Active work environment requiring extensive walking during program execution; ability to lift up to 25 pounds occasionally; ability to navigate meeting spaces and operational areas; extended hours, including evenings and weekends, as business demands

Rate: $60,000 - $80,000/year

Work Schedule: Onsite, generally a 45-hour workweek

Benefits Include:

• 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
• Parking

Our Commitment

At Q Center, leadership is defined by accountability, collaboration, and measurable impact. We are committed to maintaining a professional and inclusive workplace where high standards, ethical practices, and operational excellence guide every decision.

As Conference Planning Manager, you won’t just manage events — you’ll help shape the guest experience, operational efficiency, and financial success of the organization.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other characteristic protected by law.

EEO is the Law Supplement Notice Pay Transparency

If you require a reasonable accommodation to complete an application, please email your request to [email protected] and provide the job title to which you are applying.