Event Coordinator

The Virginia Beach Convention & Visitor's Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy. The Meetings & Conventions Division mission is to drive new & incremental meeting and event opportunities of all sizes to the destination to maximize our hotel, convention center and City venues by creating compression in the marketplace; partner with local stakeholders to create positive guest experiences and loyal repeat and referral business for the City of Virginia Beach.

Job duties for the Event Coordinator (Destination Services Manager) include the following:

• Work with assigned definite groups as the primary key contact for the meeting planner to determine service requirements, marketing needs, and on-site support; serves as liaison between assigned groups and bureau partners.
• Assist the Meetings and Conventions Sales Team to promote the destination services of Visit Virginia Beach to prospective planners.
• Maintain a thorough knowledge of the services provided by Visit Virginia Beach including but not limited to: transportation services, promotional materials, media, partner vendors and suppliers, microsite creation, customized maps, staffing services, brochure distribution, welcome letters, etc.
• Coordinate site visits and schedule appointments as requested by meeting planners for their pre-planning visits; work with them to develop a plan of work to ensure their success within the marketplace.
• Assist meeting planners with promoting Virginia Beach to attendees to build attendance.
• Attend out-of-town promotion trips for assigned groups if necessary.
• Coordinate/assist team members as needed to prepare for events/tradeshows.
• Meet with Virginia Beach partners as requested and attend networking functions.
• Keep abreast of the latest developments in the convention services trends.
• Attend suggested education classes as necessary.
• Maintain written, telephone and personal contact with clients and ensure timely reporting in the CRM (SimpleView) and other necessary reporting platforms.
• Attend weekly and monthly departmental meetings as assigned to maintain communication and to ensure proper convention support and customer service is provided.
• Coordinate a city information desk for qualified groups with the Director; determine which materials most closely suit the customer's needs.
• Coordinate pre-planning meetings for assigned groups and assist Sales Department with site visits as needed.
• Prepare correspondence, citywide resumes, pre-promotion marketing, etc. with a strong attention to detail and distribute to members in a timely manner.
• Maintain knowledge of present and future event facilities, hotels, event venues and the Virginia Beach Convention Center.
• Attend out of town promotion trips for upcoming contracted groups.
• Work with housing vendor and maintain knowledge of housing procedures and guidelines.
• Work with the transportation vendor and maintain knowledge of transportation procedures and guidelines.
• Assist with small group service requests for those groups who do not come through the sales channel.
• Be flexible and available to work evenings, weekends and holidays as needed. This will be required to accommodate site visits, pre- and post-con meetings, travel schedules, tradeshows and client meetings.

As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.