Convention Services Manager

7 days ago

Dayton, Ohio, United States Destination Dayton Full time

Convention Services

 Manager

The Destination Dayton Convention Services Manager plays a vital role in ensuring the success of meetings, conventions, and events in Dayton and Montgomery County. This position is responsible for enhancing the event experience by providing exceptional support and resources to meeting planners and attendees. The ideal candidate will be proactive, detail-oriented, and passionate about showcasing Dayton and Montgomery County as a premier destination. This is a full-time, on-site position located in Dayton, Ohio with the possibility of 1-2 remote work days per week. May require infrequent travel. College undergraduate degree or equivalent experience in area related to convention services with Destination Marketing Organization/Hospitality Industry experience preferred.

Please submit resume and cover letter with salary requirements to cpetersen@destinationdayton.org

Key Responsibilities

Client Engagement & Event Support

·       Serve as the primary liaison for event organizers after a convention or meeting is booked, providing ongoing support through the event's duration.

·       Conduct personal outreach to meeting planners to develop itineraries, attendance-building strategies, and promotional materials.

·       Organize and lead pre and post-event meetings to ensure seamless execution.

·       Conduct attendance building trips, when necessary, after a convention has selected Dayton to promote the conference/event the year prior to Dayton hosting.

·       Secure customized welcome letters from the Mayor and other dignitaries for groups upon request.

·       Prepares VIP/client gift bags.

Community & Partner Collaboration:

·       Maintain strong relationships with local hotels, meeting venues, attractions, restaurants, and transportation providers to enhance service offerings.

·       Stay informed about competing destinations and their service offerings to ensure Dayton and Montgomery County remain competitive.

·       Develop and promote Destination Dayton's convention services to maximize client satisfaction.

Promotional Initiatives:

·       Provide promotional materials, including visitor guides, brochures, and welcome bags, to enhance the attendee experience.

·       Maintain and keep accurate inventory of all promotional items and logo wear in stock.

·       Recommend new branded materials for tradeshows and client gifts.

·       Maintain and oversee convention services booths, including the Dayton Information Station and Promotional Tent.

·       Actively promote the use of Dayton/Montgomery County area venues, attractions, restaurants, transportation companies, etc. after event is booked definite until it occurs, as well as for the duration of the event itself.

·       Promotion occurs through personal calls with the event/meeting organizer, developing itineraries, attendance builders, etc.

Logistics & Reporting:

·       Act as the primary liaison for any housing system or existing systems used by repeat clients.

·       Ensure accurate entry of data in Simpleview, maintain CRM records, and generate required reports.

·       Maintain and update the annual citywide events calendar.

·       Submit End of Month report detailing service hours provided.

·       Prepares project budget sheets for annual budget process.

·       Cooperate in following policies and procedures necessary in order to maintain sound fiscal controls, including but not limited to the timely and accurate submission of expense reports as outlined in the Destination Dayton Policies and Procedures Manual.

Team Management & Training:

  • Hire, train, and supervise part-time Dayton Ambassadors, managing their scheduling and uniforms.
  • Plan and conduct quarterly training meetings for Dayton Ambassadors, preparing agendas and programming.

Additional Duties:

  • Develop action plans and budget recommendations to meet and exceed department goals.
  • Perform other duties as assigned to support the success of Destination Dayton's mission.

Education:

·       College undergraduate degree or equivalent experience in area related to hospitality with sales/marketing emphasis

Skills:

·       A high degree of written and verbal communication skills

·       Knowledge of the hospitality industry and meeting planning basics

·       High degree of customer service and ability to anticipate customer's needs

·       Knowledge of Microsoft Word, Excel, and Simpleview CRM (preferred)

Experience:

·       Minimum of two years of customer service and sales experience, especially within the hospitality or meeting planning industry

Decision Authority:

·       All action plans, implementation plans, and budget items are to be approved by the Executive Vice President

Additional Relevant Aspects of the Position

·       Requires evening, weekend-end work, and travel as deemed necessary to fulfill duties

·       Must be a team player

·       Ability to travel by air, drive a vehicle, and maintain a valid driver's license throughout employment

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