BCD Meetings & Events: Event Housing Manager
About Us: At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate, and change behavior for our customers. As the world's most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.
Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E's team of 1,500+ people are committed to sustainability and driving success for our customers, our business, and ourselves.
We offer a competitive salary and benefits package. Most importantly, we value our people and are committed to your success and continued growth. Learn more about us at bcdme.com/careers.
About the role: Responsible for supporting day to day operations in relation to Event Housing and assigned team while maintaining a high level of customer service for program participants and the client. Conduct oneself in a positive, professional and ethical manner expected of a leader. Embracing the BCD M&E culture and becoming part of it is essential delivery to the team onsite with the client.
As an Event Housing Manager you will: - Accurate forecast for hotel room block - including peak and shoulder nights based on venue and dates. - Registration needs - what types of information to collect for client and team. - Use of placeholder names on rooming list when registration numbers fall short due to slow registrations. - Monitor pick up and report to clients on potential attrition penalties. - Managing unique billing situations and provide accurate reporting to hotel and client. - Act as liaison for client, attendees and hotel to manage changes and requests. - Review hotel lists for accuracy to ensure reservations and changes are processed correctly. - Continuous communication with all parties involved, i.e. client, guest and hotel staff. - Providing specialized services to high level attendees. - Resolve any problems for guests - no shows and walk in's. - Manage no shows, contacting "missing" guests and determine whether to hold or release rooms without penalties. - Assist with onsite registration if needed. - Review master hotel bill for accuracy and reconcile final billing. - Request corrections and credits if needed.
Pre-Show Responsibilities: - Serve as primary contact for Event Logistics Manager or client. - Collaborate with Event Technology Manager to develop website to support housing registration. - Download and modify rooming list to comply with hotel needs. - Submit rooming list to hotel on date specified in contract. - Manage distribution of housing confirmations. - Manage all additions, changes, and deletions to rooming lists. - Manage "placeholders" to avoid attrition and fees. - Confirm billing arrangements with event management team. - Confirm VIP arrangements with event management team and the hotel. - Manage guarantees and billing arrangements with event management team. - Communicate and confirm special requests for hotel as directed by the event management team.
On-Site Responsibilities: - Manage all aspects of rooming list to include no-shows (keep or release rooms), early arrivals, later departures, and cancellations. - Create and maintain "onsite" list of attendees, to include walk-ins and cancellations. - Receive arrival/in-house report from hotel daily. - Manage all room changes. - Reconfirm VP and VIP suites/amenities. - Confirm special requests.
Post-Meeting Responsibilities: - Finalize housing billing. - Provide Event Logistics Manager, Tradeshow Manager, or Client with final charges to include T&E. - Provide final pick-up report to Event Logistics Manager, Tradeshow Manager, or Client.
Qualifications: - 3-5 years industry-related experience required (i.e. meeting planning, on-site logistics, hotel reservations management, or meeting registration) - 1 year registration management/attendee management experience (Cvent a plus) - Travel industry experience preferred - Bachelor degree preferred - Proficient in Microsoft Word and Excel - Knowledge and previous experience with room block management - Knowledge and previous experience with meeting, event and incentive programs and participant registration
You should know: - This role is virtual - Our standard working hours are 8:30 AM -5:30 PM with an hour break. - Covid vaccination might be required for this role.
How to apply: Click 'Apply Now' to be considered.
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BCD Travel is committed to creating a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability, age and veteran status. BCD Travel complies with applicable laws in the countries in which we operate. We endeavor to make this site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact us at careers@bcdtravel.com.
