Conference and Event Planner

Job Title

Conference and Event Planner

Department

Conference Services Management

Worker Type

Regular

Pay Type

Salary

Position Salary Minimum

50000

Position Salary Maximum

70000

Salary will be commensurate with the level of the position, education, and experience.

Scheduled Weekly Hours

40

Benefit Eligible

Yes

Screening Date

2025-06-05

Job Description Summary

This position is responsible for planning, organizing, and coordinating all services, facilities, and logistics for scheduled conferences, meetings, and seminars for the Office of Conference and Event Services. This includes details for room set-up, equipment needs, lodging, meals, transportation, and other event details. This individual works closely with other members of the management team to provide the required services. This position reports to the directors of Conference and Event Services.

This position works with and provides input and suggestions to corporate, academic and social planners to ensure that their meetings, conferences and events are well organized and highly professional. Responsibilities also include scheduling events in both campus chapels, including negotiating of contracts, assistance with billings and deposits, coordinating the maintenance and use of the chapels, and building relationships with customer base.

Job Description

Essential Functions:

• Shares responsibility for evaluating and processing event requests for proposals.
• Responsible for booking the spaces of conferences, meeting, and social events for conference services, considering dates requested, services required, numbers of participants, schedules, equipment needs, etc. Books or works with appropriate staff members to book facility space, dining space and lodging. Maintains records using Event Management System, Iris, catering software, 25Live and hotel management system.
• Works with and provides input to corporate, academic and social event planners to provide the services required for conferences, meetings and events, including lodging, event space, audio-visual equipment, meals and refreshments, and activities.
• Coordinates all event needs with the appropriate staff, and with internal and external vendors as required (internal including Housing, Dining, Physical Facilities, Rec Sport, MUPD, IT, etc. ; external including area hotels, transportation, equipment rental, floral, shipping, and entertainment companies, etc.).
• Acts as primary on-site contact person for conferences, or conveys necessary information to an alternate contact person. Reviews event details with clients at the start of the event, making appropriate adjustments as needed. Communicates all revisions and information to appropriate event management and staff.
• Provides hotel supervisory duties as scheduled, gaining familiarity with front desk operations and the housekeeping service of the Marcum Hotel.
• Assists with the preparation of all conference and event paperwork to ensure the communication of all event details and client needs. Communicates these needs in a clear, concise manner to appropriate management and staff members.
• Responsible for the accurate entry of correct pricing in various systems for the billing of client. Responsible for the creation of invoices associated with summer conference business.
• Follows up with customers post event to obtain feedback and pursue future bookings.
• Develops and maintains solid relationships with all service providers, providing strong information for the coordination of their efforts and involvement in support of the activities and programs requested by clients of conference and event services.
• Responsible for the ordering and inventory of supplies and materials to meet the needs of conference and event clients. These supplies include, but are not limited to, flipcharts, easels, markers, decorative pieces, etc.
• Collaborates with facility managers to review room set-up needs. Assists in the preparation of room diagrams as required. Ensures that all client needs have been met prior to the start of and throughout meetings and events.
• Greets visitors, guests, and conference clients in a professional and cordial manner. Conducts site visits, planning meetings, and taste tests with prospective clients.
• Assists with the execution of services to summer conference and camp clients including the training and management of seasonal staff, overseeing delivery of contracted services, and the immediate correction of concerns as they arise.
• Sets a professional, positive, and enthusiastic tone that is customer-oriented. Actively seeks clients’ opinion