Conference Services Manager

The Rally Hotel is an independent, lifestyle hotel located in Denver’s downtown playground, McGregor Square. Located in the heart of Lower Downtown, The Rally is representative of all that Colorado has to offer. From the railway to the Rockies, Denver’s industrial roots to mile high skies, moments of discovery are found around every corner.

Our 182-room hotel is adjacent to the home of the Colorado Rockies, Coors Field and located on McGregor Square. This full-city block is the epicenter of entertainment featuring restaurants, retail and a circulate plaza with a stadium sized LED screen, that will host sports entertainment, movie nights and private events. The Rally inspires the playful side in all of us.

Come join our team at The Rally Hotel!

This position will be posted for the next 30 days, or until it is filled.

Plan, organize, and manage all in-house details for large group and convention bookings, including guest rooms, menus, event setups, and logistics. Participate in negotiating meetings and event space, room blocks, rates, and related requirements to maximize room and meeting space utilization, revenue, and profitability while delivering a high-quality guest experience. Lead execution of all event planning aspects from contract signing through program completion, including VIP arrangements, amenities, group resumes, and rooming lists.

Essential Responsbilities:

• Responsible for the management and planning of meetings/conventions and related activities.
• Attends Banquet Event Order (BEO) and staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.
• Coordinate all group business as developed by the Sales Manager, including timely contact and follow-up on all signed and contracted business within five (5) working days.
• Determine, organize, and execute all event planning requirements, ensuring accurate communication of details and seamless delivery.
• Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management
• Maintain well documented, accurate, organized and up to date file management in order to serve clients and the employer in the most expedient, organized and knowledgeable manner.
• Develop and maintain detailed customer profiles and an effective trace system, resulting in superior account service and increased revenue opportunities.
• Build and sustain strong client relationships through professional, courteous, and ethical communication and service standards Follow up on all client needs and inquiries in an efficient and expedient manner.
• Respond to all client inquiries and needs in a timely and efficient manner.
• Maximize revenue through focused selling activities, account retention, upselling opportunities, and effective program detailing
• Detail and up-sell client programs, including space requirements, audio-visual needs, schedules, equipment, menus, themes, and décor; prepare group resumes and all supporting documentation to ensure quality service execution.
• Manage all function details to ensure program requirements are met while proactively addressing and resolving client concerns to ensure satisfaction and repeat business.
• Oversee all group billing details, including deposit processing, direct bill applications, credit card authorizations, and coordination with the accounting department.
• Contribute to the improvement of convention services products by participating in the development of new sales tools and systems, evaluating competitive offerings, and identifying opportunities to better meet customer needs.
• Monitor and manage individual client event budgets to maximize revenue and control expenses while delivering a high-quality product.
• Attend and lead preconference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.
• Close out all groups to include pickup in sales system (Delphi) and commission owed, including processing with accounting.

Other Responsibilities:

• All other duties as assigned, requested or deemed necessary by management.

Behavioral Focus:

At Sage, we pride ourselves on the behaviors that build our culture and help associates perform in their positions. We value integrity, performance, team spirit, growth, delivering extraordinary guest experiences, and engaging in our communities. We have also outlined specific competencies that contribute to success at Sage. Please review our competency models to understand the behaviors expected of different levels in the organization (you may find these models in our learning management system).

Education/Formal Training

More than two years of post-high school education.

Experience

One to two full years of employment in a related position with this company or other organization(s).

Knowledge/Skills

• Requires a working knowledge of banquet/catering food and beverage services, policies or operations.
• Requires knowledge of computer equipment.
• Requires compiling facts and figures in accordance with established procedures.
• Supervisory skills needed.
• Communication skills required to provide information and associated services to hotel management and guests.
• Excellent hearing necessary for verbal interaction with guests and associates.
• Excellent vision necessary to view set-ups.
• Excellent speech communication skills required for verbal interaction with guests and associates.

Physical Demands

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

• Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.
• Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.
• Mobility - ability to service clients on a moment notice, variable distances.
• Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum). Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.

Environment

Inside 95% of 10 hour day.  Outside 5% of 10 hour day. Temperatures - extreme summer heat of 95 degrees and above, and winter cold.