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Conference Planning Manager - NCED Hotel & Conference Center

Norman, OK

  • Retail & Customer Service

  • Salaried

Job Description

Our 940 finely-appointed guest rooms and suites offer guests an amenity-rich retreat, fitted with modern touches that make every stay an exceptional experience, and our world-class conference center provides more than 75,000 square feet of flexible meeting and event space. Visit the famous museums and sights of the University of Oklahoma, just two miles away, or take a short drive to Downtown Oklahoma City to make the most of your time surrounded by the best of the Sooner State.


As a Conference Planning Manager, you will coordinate the activities of staff and conference personnel to make arrangements for group meetings and conferences. Coaches the client by providing information and suggestions pertaining to conferences. Disseminates appropriate information to the operational departments. Acts as liaison between the client and the operation in order to meet client's needs and expectations.


Aramark offers a wide array of comprehensive benefit programs and services. Aramark has designed its benefits to promote a culture of health and well-being,   and provides you with the plans, resources, and tools to help you Take Care of your Health, Family, Finances, and Future.

·Comprehensive Insurance Plan (Medical, Dental, Vision, HSA, FSA options)
·401(k) - Aramark match 50% of the first 6% of contributions
·Tuition Assistance Program
·15 days vacation + 8 PTO days + 9 company paid holidays

Job Responsibilities

  • Receives upcoming meetings through official turnover process and must contact client within 48 hours.
  • Works with operations and sales staff to discuss all logistical details of conference, and work directly with client.
  • Provides client with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.).
  • Assists client with any special needs/requests by making arrangements with vendors. (Flowers, decorations, offsite dinners, etc.)
  • Coaches’ client through the different planning phases to obtain necessary information in a timely manner.
  • Menus due 30 days prior to event start
  • Rooming List due by contracted cutoff date
  • Guaranteed numbers due 10 days prior to event start
  • Signed BEOs due 72 hours prior to event start
  • Relays all conference details to necessary departments, including but not limited to transportation forms, BEOs, site visit notifications, VIP notifications, special dietary forms, etc.
  • Creates an accurate "Group Resume" for the conference including all necessary information; leaving no items blank & working with Sales Manager if additional information is needed to complete.
  • Attend weekly BEO meeting to review any changes in upcoming programs or special events.
  • Sending out revised BEOs that result from BEO meeting on Tuesdays by close of business
  • Relays all conference details to necessary departments: Rooming list, Transportation forms, BEOs, Special needs, VIP announcements, etc.
  • Sets up Pre-Con meeting as necessary for VIP Events, or any event a client requests to have one &/or any event the DOSM deems necessary for the overall success of event. Attendees to include all department heads.
  • At onset of conference, meets with client/on-site contact (if available) and checks meeting and function space to make sure client's needs have been met.
  • Inspect status of all event space set-ups (a minimum of 30 minutes prior to event start time), ensuring they are properly set & ready prior to client arrival &/or event start time. Make a note of any changes that are


Associate Degree or Bachelor Degree in Hospitality or other related field preferred.

The ideal Candidate will have previous conference planning experience of at least 1-2 years.

Must have strong time management skills, customer service, and attention to detail and be able to perform various tasks simultaneously.

Must possess strong communication and interpersonal skills to effectively deal with clients.

Must work well independently and as a team member.

Computer skills necessary.

Requires a working knowledge of MS Word, PowerPoint, and Excel, basic computer, and internet skills.

Delphi sales and catering software experience is highly preferred. SGMP and/or MPI membership is desirable.

The ability to manage in a diverse environment with focus on client and customer services is essential.



About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food, facilities, and uniform services in 19 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at or connect with us on FacebookInstagram and Twitter.

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