Visit Sacramento: Convention Engagementand Services Manager

Job Type

full_time

Job Location

Sacramento, CA

Website URL

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Job Description

Job Title: Convention Engagement and Services Manager
Job Category: Sales & Marketing - Conventions
Reports To: Director of Convention Sales

Summary: Works with Director and staff of the convention sales team to manage incoming meetings and conventions. Represents the company while working with customers, partners, sponsors and city/county staff. Represents the company at pre- and post convention meetings and evaluates the success of the meeting and identifies the rebooking strategy. Produces performance reports, convention and compression calendar, and works with sales team on developing FAM tours, site visits, trade show promotions, client events, sales missions, etc. Represents company at all pre-promotion events.Research business opportunities with potential groups and advises the sales team.

This position has significant contact with customers, partners, sponsors, city/county staff, and other business contacts. This position will be advising both Visit Sacramento leadership and convention sales team and it requires the ability to work independently, exercising judgment and initiative.

Major Duties & Responsibilities: 

Establishes contact with convention meeting planners who are scheduled to bring groups into the area; develops service promotion package and execution timeline for service needs of forthcoming conventions; and maintains notes in Simpleview reflective of those needs.

Works with convention groups to help promote the conventions. Offers suggestions and assistance with personalized web page, save the date cards, video presentations, and additional collateral.

Works with communications department regarding publicity and media opportunities.

Represents the region at conventions in other cities to promote Sacramento.

Produce and manage the convention service budget.

Conducts telephone and personal contact with the clients; oversees maintenance of all client files.

Meets with convention sales team and provides regular status updates on service related to upcoming conventions.

Acts as liaison between meeting planner and partner members; offers suggestions and assistance planning transportation, entertainment, tours, shopping, social functions, spouse and children’s programs and other attractions; solicits competitive pricing through RFP process (service requests) and prepares customized bid proposals for these services.

Represents Visit Sacramento at pre- and post-convention meetings with meeting planner and appropriate partners; provides post event evaluations to determine the success of the convention and shares results with sales team. Identifies next steps to rebook.

Visits each convention/meeting to ensure all Visit Sacramento commitments have been fulfilled. Uses independent judgement to mitigate and resolve problems and emergencies. Manages the solicitation process for rebooking opportunities.

Participates in the planning and execution of select site visits as determined by convention sales team. Works on special projects for select groups as determined by convention sales team.

Collect and maintains information for transportation, local attractions, entertainment, sightseeing tours, social functions, outdoor activities, speakers, etc. Works with marketing to prepare collateral pieces that meet marketing guidelines and keeps a current table of contents for these files for quick access.

Maintains a well-informed working knowledge of all hotels, attractions, restaurants services, both public and private, available in the area; develops and maintains a close working relationship with personnel from all such facilities.

Coordination of VIP airport transfers and other transportation needs.

Assemble and deliver VIP amenities and welcome letters to hotel partners.

Prepares information about upcoming meetings, conventions and events and communicates this to the Visit Sacramento sales team, and partners.

Oversees stock and preparation of all services materials for conventions. Prepares conference welcome bags, name tags, and ordering signage.

Maintains awareness of competitors services and industry issues regarding convention services by establishing rapport with other destination management representatives, attending industry conference and the like.

Manages the sales leads, lost business and definite bookings in Simpleview.

Produces a variety of reports and searches in Simpleview.

Inputs and sends service request through Simpleview to respective partners.

Assists Sales team with travel coordination when needed

Assists Sales team with entering expense report data into Simpleview that is service and partner related.

Other duties as assigned by Director of Convention Sales

Requirements: 

• Two-year degree from an academic institution preferred or equivalent experience.

• Experience with destination marketing organization, hotel, tourist attraction or other related tourism field preferred.

• Sales experience in the hospitality or tourism related field preferred.

• Great knowledge of Sacramento and Sacramento’s history preferred.

• Solid time management and ability to prioritize.

• Excellent customer service and interpersonal communication skills.

• Excellent oral and written communication skills.

• Ability to exercise judgment and diplomacy in a wide variety of public contact situations.

• Excellent organizational skills and ability to handle multiple tasks and projects.

• Strong understanding of Microsoft Word, Excel, PowerPoint, Office, and Adobe PDF.

• Flexible and able to adjust to changing conditions and circumstances.

• Reliable transportation and proof of insurance.

• Experience with a variety of office machines.

• Able to work early mornings, evenings,weekends and in the Visit Sacramento office as required.