Event Planner, Conference and Event Management
2 days ago
**Position Overview**
**Conference and Event Management** within **Ancillary Services** is currently seeking a Full-time Regular **Event Planner**.
Reporting to the Manager, Conference and Event Management, the Event Planner will qualify and confirm new and repeat event and group business through various efforts including follow up, referrals and direct inquiries. The Event Planner will prepare and execute proposals and contracts, event orders, group, and conference resumes to ensure quality service delivery and customer satisfaction. The Event Planner will serve and assist in coordinating all function and guestroom details with clients including meeting spaces, green spaces, classroom spaces, meeting details, equipment, menus, billing, and guestroom reservations.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
Event Clients
- Acts as the main contact for University of Calgary Accommodations and Events for accommodations and event rentals on campus
- Qualifies the client and inquires as to the nature of the event to ensure all risks have been assessed based on the Risk Management Assessment and the University of Calgary Special Event Guidelines
- Maintains accurate client profiles including, billing, mailing and departmental information
- Prepares contracts and ensures all terms of contracts are met and payments are received on time
- Offers insight, advice, and options to clients to find best solution outcomes for their event
- Provides catering menu information, communicates orders to Food Services and adjusts catering selections leading up to the event dates
- Meets regularly and follows up with University Food Services or other external vendors regarding on site requirements and ensures all event details are received in a timely manner
- Establishes and maintains contact with potential and current event clients; acts as a contact for returning clients
- Maintains accurate client/group files ensuring documentation is filed accordingly and expediently
- Acts as the main contact for classroom and table bookings for non-academic purposes
- Act as the main contact for green space bookings and booking of indoor public areas
- Assists in fielding inquiries from filmmakers and photographers wishing to engage in filming and photography on campus
- Coordinates locations and event support staff for filming locations
- Coordinates contracts, insurance, and payments for food truck vendors
Customer Service
- Provides superior customer service when responding to client inquiries
- Acts as the first point of contact prior to, during and in the follow up post-event
- Enters clients and all event details into Ad Astra and StarREZ software systems, receives payments for events groups and guests
- Prepares correspondence, filing, mail photocopying and other administration support as required
Administrative Support
- Acts as first point of contact for University of Calgary Accommodations and Events with the public
- Schedules appointments and meetings with clients
- Assists Manager, Conference and Event Management with admin duties as requested
Collaboration
- Works closely with University of Calgary internal departments to ensure all necessary departmental administrative tasks are completed and meeting room set ups and maintenance requests are complete
- Works closely with Facilities Coordinator to ensure all event details are confirmed in advance and any changes are relayed expediently
- Works closely and collaboratively with University of Calgary Food Services to ensure that all catering and food & beverage requirements are communicated and planned
- Works closely with the Facilities Coordinator and Facilities Team Leaders and Event Facilitators to ensure that required event decor and set-up items are ordered, in good condition and in stock
- Works closely with other event colleagues all software bookings are complete and up to date within Ad Astra, StarRez and Cvent
- Works closely with Ancillary Services Business Operations Team to ensure proper handling of accommodation and event finances including, but not limited to deposits and payments
- Works with Com/Media to ensure client bookings with A/V needs are organized efficiently, and bills clients on behalf of Com/Media
- Works closely with Campus Security and Risk Management
- Works closely with the Students' Union Clubs CSO
- Works closely with the Registrar's Office to ensure timely and accurate data entry into Ad Astra software system for client bookings
OH&S Responsibilities:
- Ensures compliance with the Occupational Health and Safety Policy and legislation
- Reports any unsafe conditions, actions or hazards
- Participates in any health and safety activities, as required
**Qualifications / Requirements**:
- University degree, college diploma, professional event designation, certification or equivalent years of experience required
- Minimum 3 years of event management experience including acco
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