17 Convention Services Manager Interview Questions and Answers

Convention services managers are responsible for coordinating all aspects of conventions and conferences, from booking meeting rooms to arranging for audio-visual equipment. If you’re looking for a job in this field, you can expect to be asked a variety of convention services manager interview questions.

The questions you’ll be asked will vary depending on the employer, but they will likely focus on your customer service skills, your experience coordinating events, and your ability to handle logistics. You may also be asked questions about your ability to work under pressure and to handle last-minute changes.

To help you prepare for your interview, we’ve compiled a list of sample convention services manager interview questions and answers.

Are you familiar with the planning and management of large-scale events?

This question can help interviewers determine if you have the experience necessary to succeed in this role. Use your answer to highlight any previous experience planning and managing large-scale events, including how you handled challenges that arose during these events.

Example: “I’ve worked as a convention services manager for five years now, so I am very familiar with the process of planning and managing large-scale events. In my current position, I helped plan and manage a major event where we had over 10,000 attendees. We encountered some setbacks along the way, but I was able to work with my team to overcome them and ensure everything went smoothly on the day of the event.”

What are some of the most important skills that a convention services manager should possess?

This question can help the interviewer determine if you possess the skills and abilities that are necessary for success in this role. When answering, it can be helpful to mention a few of the most important skills and then explain how you have developed these skills throughout your career.

Example: “The two most important skills I think a convention services manager should possess are communication and organization skills. As a convention services manager, you will need to communicate effectively with many different people, including clients, vendors and employees. You also need to be organized so that you can manage all aspects of the event planning process. Throughout my career, I have worked hard to develop both of these skills.”

How would you handle a situation where one of your staff members was not meeting company standards?

An interviewer may ask this question to assess your leadership skills and how you would handle a challenging situation. In your answer, try to show that you can be firm but fair when addressing an employee’s performance.

Example: “If I noticed one of my staff members was not meeting company standards, I would first meet with them privately to discuss the issue. If they were aware of their performance issues but unable to improve, I would consider training or coaching options to help them improve. If they were unaware of their performance issues, I would explain what is expected of them and give them a chance to improve before considering disciplinary action.”

What is your process for managing budgets and expenses for large events?

The interviewer may want to know how you plan and manage budgets for large events. Use your answer to highlight your organizational skills, attention to detail and ability to meet deadlines.

Example: “I use a spreadsheet program to track expenses and monitor the budget throughout the planning process. I start by creating a list of all the costs associated with an event, including venue rental fees, food and beverage costs, entertainment costs and supplies. Then, I create a timeline for when each expense should be paid so that we can stay within our budget. For example, I might pay for the venue six months before the event, while paying for catering two weeks before the event.”

Provide an example of a time when you had to deal with a difficult client or customer.

An interviewer may ask this question to learn more about your customer service skills. They want to know how you handle conflict and whether or not you can resolve it quickly. In your answer, try to focus on the steps you took to solve the problem and highlight any positive outcome of your actions.

Example: “In my previous role as a convention services manager, I had a client who was unhappy with our event planning services. The client called me multiple times throughout the week leading up to their event to voice their concerns. I tried to be as responsive as possible, but I also wanted to make sure that I didn’t give them too much attention. Instead, I focused on making sure all other aspects of the event were in order. On the day of the event, everything went smoothly and the client seemed happy.”

If hired, what would be your primary focus as a convention services manager?

This question can help interviewers understand what you consider to be the most important part of your job. When answering this question, it can be helpful to mention a specific skill or quality that you would like to improve in yourself and how you plan to do so.

Example: “My primary focus as a convention services manager would be customer service. I believe that providing excellent customer service is one of the best ways to ensure repeat business from our clients. To achieve this goal, I would make sure my team members are always aware of the importance of providing great service and give them the tools they need to succeed.”

What would you do if you noticed that one of your event venues had unsanitary conditions?

An interviewer may ask this question to assess your ability to manage challenging situations. In your answer, you can describe how you would handle the situation and what steps you would take to ensure that it doesn’t happen again.

Example: “If I noticed unsanitary conditions at one of our event venues, I would immediately contact my supervisor or manager to discuss the issue. Depending on the severity of the problem, we might need to cancel an event or move it to a different venue. If we decide to move the event, I would work with my team to find a suitable alternative venue as quickly as possible so that we could minimize any inconvenience for attendees.”

How well do you perform under pressure?

Convention services managers often have to work under pressure. They need to ensure that their team is prepared for any challenges that may arise during a convention, such as an unexpected increase in attendance or technical difficulties with the venue’s equipment. A hiring manager may ask this question to learn more about your ability to handle stressful situations and make quick decisions. In your answer, try to show that you can remain calm and focused even when things get hectic.

Example: “I find that I perform best when I am well-prepared for whatever situation arises. When I know what to expect, I feel confident making decisions on my own. However, if something unexpected happens, I am comfortable asking for help from others who may have more experience handling it. For example, at one of my previous jobs, we had a last-minute surge in attendance at our event. I was able to quickly assess the situation and delegate tasks among my staff so that everyone could meet their responsibilities.”

Do you have any experience working with vendors or negotiating contracts?

Convention services managers often work with vendors to find the best prices for their company’s needs. They also negotiate contracts and ensure that all parties are satisfied with the terms of the agreement. Your interviewer may ask this question to learn more about your experience working with others in a professional setting. Use your answer to highlight any skills you have that can help you succeed in this role, such as communication or negotiation skills.

Example: “I’ve worked with many different types of vendors throughout my career. I know how important it is to find the right vendor for each event we book. In my last position, I was responsible for negotiating contracts with our preferred vendors. This helped me develop strong negotiation skills and learn what to look for when choosing a vendor.”

When planning events, do you have a specific method for determining staffing needs?

The interviewer may ask you this question to understand how you plan for staffing needs and ensure that your team has the resources they need to complete their work. Use your answer to highlight your organizational skills, attention to detail and ability to make decisions under pressure.

Example: “I have a specific process I use when determining staffing needs for events. First, I assess the event’s budget to determine what we can afford in terms of staff members. Next, I look at the number of attendees expected to attend the event and consider whether there are any special accommodations or requirements that might affect our staffing needs. Finally, I review my notes from previous events to see if there were any patterns in attendance numbers or other factors that could help me better predict staffing needs.”

We want to improve our customer service reputation. What is one strategy you would use to do this?

Customer service is an important aspect of any convention services manager’s job. Employers ask this question to see if you have strategies for improving customer satisfaction and loyalty. In your answer, explain how you would implement a strategy that improves the company’s reputation with customers.

Example: “I think one way we can improve our customer service reputation is by making sure all employees are knowledgeable about the event planning process. I plan on holding monthly training sessions where I go over common questions and concerns from clients. This will help ensure everyone has the same answers when they speak with clients. It also shows clients that we care about their needs and want to make sure they’re happy.”

Describe your experience with event planning software.

Event planning software is a common tool for convention services managers. It allows them to manage their team’s work, delegate tasks and monitor the progress of projects. An interviewer may ask this question to learn about your experience with event planning software and how you use it in your daily work. In your answer, describe which type of software you’ve used and what benefits you experienced from using it.

Example: “I have worked with several different types of event planning software throughout my career. I started out working at a small conference center where we didn’t have any specialized software. Instead, we relied on Microsoft Excel spreadsheets to keep track of our events. As I gained more experience, I realized that there were better tools available. So, I began looking into event management software. We ended up purchasing Eventbrite Pro, which helped us streamline many aspects of our operations.”

What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. Before your interview, make a list of all the skills and experiences that qualify you for this role. Focus on what makes you unique from other candidates and highlight any transferable skills or certifications you have.

Example: “I am passionate about customer service and making sure everyone who attends our events has an amazing experience. I also understand the importance of budgeting and cost-effective solutions when planning large conventions. In my last position, I helped plan several large conferences with tight budgets, which taught me how to be resourceful while still providing excellent services.”

Which industries do you have the most experience working in?

This question can help the interviewer get a better idea of your experience level and how it relates to their company. Convention services managers often work in the hospitality industry, so if you have relevant experience working in this field, be sure to mention it during your answer.

Example: “I’ve worked primarily in the convention center industry for my entire career, but I also spent two years as an event planner at a local wedding venue. This experience helped me learn more about planning large events and gave me some valuable insight into what makes weddings unique.”

What do you think is the most important aspect of customer service?

Customer service is an important part of any convention services manager’s job. Employers ask this question to make sure you understand the importance of providing excellent customer service to all attendees and exhibitors at their events. In your answer, explain what makes good customer service and give an example of how you provide it in your role.

Example: “I think that communication is the most important aspect of customer service. When I am working with clients or vendors, I always try to be as clear as possible about my expectations and theirs. This helps everyone involved feel more confident in their roles and ensures that there are no misunderstandings. It also allows me to address issues quickly when they arise.”

How often do you update your knowledge of industry trends and new developments in technology?

Convention services managers need to stay up-to-date on industry trends and developments in technology. This question helps the interviewer assess your commitment to professional development. Use examples from your past experience of how you’ve kept yourself informed about new technologies, processes or software that can help you do your job better.

Example: “I am a member of several professional organizations for convention services professionals. I regularly attend their conferences and seminars where experts share their knowledge on the latest developments in the field. In my last role as an event planner, I implemented some of these ideas into my work, which helped me improve my skills and achieve my goals.”

There is a problem with the event entertainment that was previously confirmed. What is your reaction?

This question is designed to test your problem-solving skills and how you react in a stressful situation. Your answer should show the interviewer that you can remain calm under pressure, communicate effectively with others and solve problems quickly.

Example: “I would first try to resolve the issue by contacting the entertainment company directly. If I am unable to reach anyone from the company, I will contact my supervisor or event planner for help. If they are unavailable, I will call on other colleagues who have experience working with this type of entertainment to assist me. In all cases, I will document the steps I took to resolve the issue so we can learn from it.”