Conference-Event Planner III - Continuing Medical Education - College of Medicine

Job Description

The University of Florida College of Medicine is seeking a dynamic and detail-oriented Conference and Event Planner III to lead the planning and execution of Continuing Medical Education (CME) conferences and events. This role is responsible for delivering high-quality, mission-driven programs that support the educational goals of UF and the UF CME Office.

The ideal candidate will collaborate closely with faculty, colleagues, and stakeholders across the College of Medicine to create engaging, seamless events that reflect excellence, professionalism, and innovation. This position requires strong organizational skills, proactive communication, and the ability to manage multiple projects while fostering positive working relationships.

Event Planning and Program Execution

• Lead the planning and execution of Continuing Medical Education (CME) conferences and events ranging from small local programs to large national meetings
• Collaborate with Educational Affairs, the Event Manager, faculty, and stakeholders across the College of Medicine to define event goals and objectives
• Develop event operating procedures, establish planning timelines, and assign tasks to ensure seamless execution
• Coordinate venue selection, audiovisual services, catering, accommodations, transportation, signage, and event materials
• Manage exhibitor booths, sponsorship logistics, and promotional spaces
• Oversee domestic and international travel arrangements for event speakers
• Conduct pre-conference logistics meetings and serve as the primary point of contact for attendees during programs
• Lead and direct on-site support staff throughout event execution

Financial Planning and Vendor Management

• Develop budget recommendations and determine fiscal requirements for assigned events
• Monitor event expenditures to ensure alignment with approved budgets
• Identify, engage, and coordinate with sponsors and exhibitors
• Negotiate hotel and venue contracts to secure favorable terms
• Manage vendor relationships to ensure high-quality service delivery

On-Site Event Operations and Coordination

• Partner with the Dean's Office event planning team to oversee day-of-event coordination
• Facilitate event setup and breakdown, including coordination of tables, catering, printed materials, posters, and electronic presentations
• Troubleshoot attendee and presenter needs in real time
• Coordinate with UF departments, external vendors, and media partners to ensure smooth operations

Post-Event Evaluation and Continuous Improvement

• Conduct post-event assessments and analyze outcomes to identify opportunities for enhancement
• Develop recommendations to improve event quality, operational efficiency, and stakeholder experience
• Implement process improvements to strengthen future CME programs and services