Conference-Event Planner III

University of Florida•Gainesville, FL

About The Position

The Office of Professional and Workforce Development (OPWD) Conference Department coordinates and manages all event logistics with a team of experienced and certified event managers is fully equipped to support event needs. We’re looking for a dynamic Event Planner to join our team and help coordinate exceptional events and meetings within the university setting, working closely with faculty, staff, and external partners to plan and execute a variety of events, from academic conferences to special gatherings. This position reports to the Conference Department Assistant Director and is responsible for coordinating and executing a wide range of events and meetings within the university setting. This role involves collaborating with faculty, staff, and external stakeholders to ensure successful event planning and logistics. The Event Planner will manage all aspects of event planning, including venue selection, budgeting, scheduling, and vendor coordination. Additionally, the Event Planner will coordinate marketing efforts, handle logistics like catering and audiovisual needs, and ensure compliance with university policies. Strong organizational skills, attention to detail, and the ability to work collaboratively in a dynamic environment are essential for success in this position.

Requirements

A bachelor's degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience.
Appropriate college course work may substitute at an equivalent rate for the required experience

Nice To Haves

BS/BA Degree or four years of experience in Event/Meeting Planning.
Knowledge of University of Florida procedures, and experience in Microsoft Office.

Responsibilities

Plan, coordinate, and execute university meetings, conferences, workshops, and special events.
Develop timelines, task lists, and action plans while managing logistics, including venues, catering, technology, and AV needs.
Oversee event registration, guest lists, and attendance tracking.
Serve as the primary liaison between internal departments, faculty, and external vendors, securing contracts and managing service providers.
Communicate with speakers, panelists, and presenters to ensure smooth program execution.
Develop and monitor budgets, track expenses, process invoices, and identify cost-saving opportunities.
Ensure compliance with university policies, health and safety regulations, and accessibility standards while optimizing the guest experience.
Coordinate event promotions, invitations, and communications via email, social media, and university channels.
Develop and distribute event materials, such as programs, signage, and name badges.
Work with marketing and communications teams to enhance event visibility.
Collect feedback from attendees and stakeholders.
Analyze event success, attendance metrics, and areas for improvement.
Responsible for fiscal reconciliation and close out of events.
Prepare reports and recommendations for future events.
Other Duties Assigned