Conference and Events Planner

University of South Florida•Tampa, FL

17h•Hybrid

About The Position

The USF College of Arts & Sciences (CAS) Conference & Events Planner plans, coordinates, and executes conferences, meetings, workshops, and other events that support the College's academic, strategic, and engagement priorities. Serving as a primary point of contact for assigned events, the position collaborates with faculty, staff, students, university partners, external stakeholders, and vendors to coordinate event logistics, communications, promotional materials, and other event-related requirements. This position reports to the Events Manager, an Associate or Assistant Director, or other appropriate administrator and is responsible for the planning and coordination of assigned events and event-related projects within CAS. The Conference and Events Planner works to assess event needs; develop and manage planning timelines; develop and/or coordinates the development of event promotion, registration and registrant communications, and event collateral; and confirms and coordinate with venues, food and beverage services, audiovisual (AV) services, and other internal and external vendors within established policies, procedures, priorities, and service expectations. This position must possess strong organizational, interpersonal and communication skills; knowledge of event planning principles, requirements, procedures and available resources; knowledge of cost analysis techniques; knowledge of conference facilities, technology and equipment; and the ability to manage multiple, concurrent assigned events while delivering high-quality event support.

Requirements

A bachelor’s degree in communications, marketing, public relations, hospitality management, business management, or related field, with two years of experience in related positions; or a master’s degree in the fields listed above; or an equivalent combination of related education and experience.
Four years of direct experience for a bachelor’s degree (Degree Equivalency Clause per Senate Bill 1310).

Responsibilities

Plan, coordinate, and execute assigned conferences, meetings, workshops, and other events in collaboration with members of the college, school, department, center and/or external community as appropriate.
Plan, schedule, and monitor promotional and logistical activities for CAS events, including arrangements for registration, meeting facilities, meals, lodging, audiovisual equipment and operators, transportation and tours.
Consult with event clients and evaluate program and event histories, budgets, contracts, intended format and audience(s) to determine and recommend venue, catering, AV equipment, university or vendor services, promotion, registration, attendee communications, and on-site management requirements, as applicable.
Participate in creative/event format ideation.
Develop and distribute event promotional materials and collateral, including invitations, flyers, announcements, and other communications, for assigned events where promotional responsibilities are included in the service model. Coordinate with the Office of Communications and Marketing on event communications and promotional deliverables when applicable.
Source, secure bids, and negotiate terms with internal and external vendors. Develop preliminary event budgets and coordinates cost estimates, vendor proposals, and purchasing requirements in accordance with established financial procedures and available funding; reconcile invoices to ensure accuracy, initiate submission for payment according to appropriate processes and policies.
Supports the coordination and activities of volunteers, students, and event support staff.
Provide event planning guidance, resources, and recommendations to college departments, programs, centers, and other stakeholders for events that fall outside the team's full planning and management services.
Perform other administrative and support duties as required in support of the mission and strategy of the unit.