Conference and Events Planner
Position Summary
The Conference and Event Planner reports directly to the Events Manager and is responsible for coordinating, planning, facilitating and executing multiple events and conferences for the College of Arts and Sciences departments, centers, institutes, and Dean's office. This position serves as the primary liaison with internal units and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events, and public functions. This work typically requires travel to conferences and event sites working evenings and weekends during conferences and events.
The Conference and Event Planner understands events not just as logistics, but as relationship-building opportunities that strengthen networks and foster lasting engagement.
Events Planning
- Serves as the primary liaison with internal and external constituencies on all matters relating to events, conferences, as well as donor cultivation/stewardship events. In addition to in-person events, the planner will also plan and coordinate virtual and hybrid events.
- Represents the college with respect to departmental activities on a local, regional, and or national basis.
- Evaluates program and event histories to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
- Oversees the overall planning management, and execution surrounding all phases of the event planning process (pre, during, and post) including, but not limited to researching vendors, managing registration, catering, securing venues, tracking budgets, event design, event logistics, hotel room blocks, transportation, running reports, etc.
- Handles basic A/V and technology at events as well as handle the set-up and clean-up at events.
- Coordinates with venues (on and off campus) to adhere to venue policies and ensure compliance by all vendors.
- Oversees, coordinates, and manages activities of volunteers, staff, and students to include training, scheduling work allocation and problem resolution
- Employs motivational techniques to achieve peak productivity and performance
- Monitors client approvals throughout all phases of the event planning process.
- Performs other administrative and support duties as required in support of the mission and strategy of the Events Team.
Marketing and Communication
- Develop necessary collateral (marketing assets) including invitations, flyers, signage, programs, QR codes, event landing pages, etc. for meetings and conferences.
- Researches, develops, and/or edits press releases, articles, and notifications via e-mail for internal and external media publications as appropriate.
- Compiles and reviews statistical data; develops and prepares various ad hoc reports, summaries, analyses, and projections.
- Develop and manage guest lists and request donor demographic information to pull secure mailing lists.
- Develop and maintain professional relationships with donors and prospects through networking at events and provide any necessary follow-up.
Budget and Vendor Management
- Participates in budget development for special events. Secures bids and negotiates contracts with event sites; monitors and evaluates contract performance.
- Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.
- Adhere to USF guidelines and procedures when working with clients on budgets.
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