Summary of Position: This position is responsible for coordinating the day-to-day servicing of the groups holding conventions, conferences or other meetings in Forsyth County. This includes the operation of the housing bureau which will require securing room blocks from hotels, processing room requests and providing follow-up to meeting planners and hotels. The Convention Services Manager will be in charge of contacting meeting planners to arrange hours and locations of Visitor Information tables; this will also entail scheduling Volunteer and/or Visitor Information Specialists.
Handle all aspects of computerized housing operation, including securing room/rate commitment forms, designing and typesetting reservation forms for groups utilizing the housing bureau, inputting individual room requests into a database, sending acknowledgments to the hotel’s reservations department and confirmation numbers to delegates.
Schedule Visitor Information Specialists and/or volunteers to assist convention groups. Maintain accurate records on the number of hours worked and services provided to each group. If applicable, send appropriate billing for services rendered following each meeting.
Handle requests for the city information table and distribution of marketing collateral to convention groups.
Gather information on room night pickup for conventions, sporting events and festivals following each group’s departure.
Month end reporting to the Director of Sales & Services; number of groups and room night utilized, registrar hours, brochure distribution, number of housing reservations processed and any other services provided to the group.
Furnish various services to groups including registration, setting up merchant accounts, invoicing, on-site laser printed name badges, tour planning, program assistance, attendance-building suggestions, special event planning and coordination with local suppliers.
Send monthly hospitality news out to industry partners on upcoming events for our area.
Maintain accurate inventory of supplies for the department, i.e., promotional items, bags, badges, etc.
Travel may be required to attend conferences coming to Winston-Salem in the future in order to build attendance.
Design and create custom name badges, banners and maps for groups.
Assist clients in absence of sales managers and key account-related phone calls in CRM software and/or file.
Distribute all service leads to appropriate vendors and follow-up accordingly in order to prepare proposals in a timely manner.
Keep accurate client information on all sales activity for the monthly update report to be distributed to local industry partners.
Assist in the tracking and monitoring growth within specific market segments.
Perform other duties as assigned.
Strong organizational, verbal and written communication skills required.
Ability to make effective presentations before groups, listen and respond clearly required.
Working knowledge of computer and current software programs.
Must be able to learn quickly, work independently and perform responsibilities in a timely manner with minimal supervision.
Must be able to multi-task.
Ability to problem solve, build consensus, assess and resolve business-related differences, and think and act strategically and in cooperation with the entire organization required.
About Visit Winston-Salem
Visit Winston-Salem, the convention and visitors bureau for Winston-Salem/Forsyth County, serves as the official sales and marketing agency promoting tourism to the area. Its staff is charged with developing and implementing programs that positively position the Greater Winston-Salem area as a desirable destination for meetings, conventions, sporting events and both business and leisure travelers.
Visit Winston-Salem is primarily funded through the six percent hotel occupancy tax paid by visitors to Forsyth County.
The CVB has four departments -- adminstration, convention sales and services, marketing and communications and visitor information services. The CVB offices are also home to the Winston-Salem Visitor Center which is open Monday through Friday 8:30 a.m. to 5 p.m. and open seasonally on Saturdays from 10 a.m. to 4 p.m.