Conference and Event Planner II - Continuing Medical Education

Job Description

The Event Planner II is responsible for planning, implementing, and executing events within the Office of Continuing Medical Education (CME) as well as cross training within the division of Educational Affairs (OEA). The CME Office provides full-service planning and day-of coordination for departments throughout the College of Medicine (COM), supporting events ranging from 50 to 200+ physician attendees at local and national venues.

About This Role

This position collaborates closely with the office's other Event Planner to coordinate with the Conference and Event Manager in the Continuing Medical Education (CME) Office to plan events and conferences that will vary in size and location (small to large, local to national).

Event Planning

• Working directly with speakers to assist with travel plans, hotel arrangements, and gathering required CME forms.
• Reviewing documentation and verifying compliance with accreditation requirements.
• Assisting with the design and distribution of the marketing pieces as well as design and maintenance of the event websites and event social media.
• Coordinating the event logistics with the venue pre-conference.
• Creating and managing event budgets; plan events in line with budget limits.
• Contacting and coordinating exhibitors.
• Assisting with hotel contract negotiations.
• Creating welcome emails for participants, exhibitors, and speakers.
• Designing welcome packets for participants and speakers.
• Creating and distributing evaluations for events.
• Applying for educational grants for events.

On-Site Event Assistance

Responsible for day of event coordination. Facilitating set-up and break-down of all event materials (tables, chairs, catering, printed material, posters, and electronic presentations), troubleshoot attendee and presenter needs, and guide and troubleshoot UF and/or external vendor/media needs.

Departmental CME Activity Coordination

Collaborating closely with departmental coordinators in COM for department managed live CME activities. Reviewing application and marketing materials for accreditation requirements, coordinating website and registration services, and contributing to the success of live and online CME activities. Establishing and maintaining relationships with vendors, venues and stakeholders in support.