Conference-Event Planner III – Gainesville, FL

Conference-Event Planner III

University of Florida

Gainesville, FL


Classification Title:

Conference-Event Planner III

Job Description:

Responsible for processing requests, scheduling and coordination of events, and providing assistance and support to customers that sponsor events and activities at the JWRU

  • Responsible for using a computer software based reservation system (EMS) to provide comprehensive event services to customers; determine space availability, enter reservations, reserve equipment, and create room diagrams based on information provided by customer
  • Responsible for processing on-line requests in EMS; review, interpret, input, and modify event needs in the computer software system (including utilization of diagramming software)
  • Serve as a resource and consult with representatives of sponsoring organizations as needed to identify and understand customer goals; in collaboration with customer, determine appropriate space based on compatibility with event needs and other relevant considerations; create an event plan including but not limited to space diagram, support services needed, event management arrangements, and applicable contract rental rates 
  • Interpret and ensure compliance with JWRU and University policies and guidelines including but not limited to use of facilities, service of food, service of alcohol, crowd control, security requirements, liability insurance requirements, special event approval requirements, and financial responsibility guidelines
  • Serve as liaison to designated customers as directed to ensure high level customer service on an on-going basis
  • Responsible for processing customer cancellations and no shows, and carrying out appropriate follow-up procedures
  • Coordinate with internal units (e.g. Building Supervisors, Productions, AV Services, Housekeeping), regarding event activities to ensure spaces are prepared for use

Responsible for general customer support functions

  • Respond to customer inquiries via telephone, e-mail, and walk-in visits
  • Organize and conduct facility tours and site visits with prospective clients
  • Prepare confirmations for event reservations
  • Review applicable fees for accuracy for designated clients
  • Review event related documents submitted by designated organization sponsor; approve, deny, or request modification to the documents based on applicable guidelines and other relevant considerations
  • Review and process billing for designated organizations as directed

Responsible for general office and administrative support functions

  • Disseminate diagrams and room set up information in a timely manner to all support services including Productions, A/V Services, Catering, and Building Supervisors
  • Attend and participate in weekly operations meetings to provide input and feedback regarding a review of past event activity and effective planning and coordination for upcoming events
  • Review Building Reports and follow-up with designated clients and campus partners as needed
  • Update organization contacts in EMS database system as needed
  • Maintain templates for facility use agreements and confirmations
  • Attend meetings as directed to communicate and/or receive information relevant to Event Services

Serve as a resource and provide general assistance to student leaders on various issues affecting student organization events and permits at the University of Florida

  • Responsible for using a computer database system (Gator Connect) to review event permits submitted by student organizations
  • Create engagement agreements (contracts) for SG funded events hosted across campus by student organizations

Responsible for on-site event management as required

  • Responsible for on-site event management for designated events:  manage crowd control procedures; monitor maximum room capacity requirements ensuring maximum capacity is not exceeded; interpret and ensure compliance with university/department policies as needed
  • Provide oversight and direction for student event staff at events in the Reitz Union
  • Interpret and ensure compliance with university/department policies as needed
  • Implement emergency action procedures as needed

Develop reports, handle special projects, tasks, and other duties as assigned

  • Serve on Division of Student Life or University of Florida committees as needed

Expected Salary:$45,000 – $48,000

Minimum 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.

Preferred Qualifications:

  • Bachelor’s degree in business administration, event management, hospitality management, or equivalent
  • Experience with conference service operations, event management, or hospitality management
  • Event planning, logistics, and on-site event management
  • Knowledge of UF campus facilities, space reservation policies, and procedures
  • Proficiency with computers and basic software applications
  • Planning and organizational skills
  • Communication skills (verbal and written)
  • Customer service skills
  • Interpersonal skills
  • Experience with Event Management Software (e.g. EMS, and Social Tables)
  • Ability to handle high volume of detail work with accuracy
  • Handle multiple projects or tasks simultaneously
  • Function effectively in a fast-paced environment with frequent interruptions
  • Understand, interpret, and apply rules, regulations, policies, and procedures
  • Work as part of a team in a multi-cultural environment
  • Work collaboratively with team, clients, and vendors

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and list of professional references.

Criminal background check required. 

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No


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