Hotel liaison will be the primary point of contact with the Hotel and its staff for the Between the Veils conference. They will have direct oversight and responsibility for all hotel operations, contracts, negotiations, and communications.
Act as a primary point of contact for the Hotel Points of Contact/ Meeting Planner.
Build rapport with the Hotel Staff, management, and Security; maintain consistent communication, and anticipate/respond to any requests. Consistently offer professional, engaging and friendly service.
Proactively communicate any and all hotel updates with the team (Conference Manager, all department heads, etc)
Review all appropriate contract documents, Hotel layouts and resources, staff on duty during event, etc. to familiarize with the event/conference details and advise other Conference Staff of best practices and preparation.
Coordinate with Hotel to set up banquet services for staff and volunteers.
Coordinate Parking areas with hotel.
Inspect VIP rooms, guest rooms, and/or hospitality suites.
Manage room placement needs for guests with disabilities and special needs.
Handle questions, issues, and disputes around room placements and reservations.
Additional duties as assigned/ needed.
Strong understanding of (and/ or ability to learn quickly) language and interpretations of legal contracts, hotel agreements, room layouts, etc.
Familiarity with the DoubleTree San Jose Venue a plus.
Must be available in-person for the duration of the event at the DoubleTree San Jose, February 17-21, 2022.
Excellent written and verbal communication skills.
Excellent organizational and administrative skills.
Must be flexible, resourceful, self-motivated, and have the ability to prioritize and follow through.
Ability to work in a fast-paced /pressured environment.
Good interpersonal skills and respectful with all team members and staff.
Previous event/conference/meeting planning experience preferred.
Proficiency in Microsoft Suite and Google docs - especially excel.
Expected Time Commitment:
1-3 hours per week during October, November, December, January
Up to 6 hours per week Feb 1-17
Office hours + On-call Friday, Feb 18th through Monday, Feb 21st
Room in the DoubleTree Hilton in San Jose comped all nights Weds-Mon (6 nights, $800 value)
Free admission to conference ($125 value)
Meals comped throughout conference ($250 value)
2% of total profit taken in by conference
About the Company
Between the Veils is an inclusive spiritual organization that works to foster education, cultural sharing, and justice in the pagan and magickal community. Our community includes members of diverse traditions including but not limited to: pagan, polytheist, alternative, mystical, magickal, ceremonial, wicca, witchcraft, inherited Native and/or indigenous and/or diasporic, African Traditional Religions, and all those seekers on the margins. We support this work with raising funds through our community, workshops and events, and an annual conference.