Event Planner, Conference
2 days ago
**Position Overview**
**Conference & Event Management** is currently seeking a Full-time, Regular **Event Planner**.
The incumbent 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.
The Event Planner will be familiar with Student Union Clubs' rules and regulations and is able accept such bookings. Ongoing adjustments and improvements in process to suit the changing needs of the SU Clubs based on demand and issues are inevitable. A creative and open approach to solving problems and assisting students with their event requests is a necessity for this position. Works closely with the Students' Club Coordinator within the Students' Union to develop processes and regulations that are similar for each area and ensure ease of booking for students. The Events Planner will assist the Manager in fielding filming and photography inquiries on campus and ensure contracts accurately produced and distributed to clients while meeting all University of Calgary Special Event Guidelines. Most importantly, the Event Planner must be able to organize, track and service multiple projects of varying scope and complexity and will prepare correspondence and contracts for clients/groups and contractors to confirm all their requirements.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Receive and respond to all customer inquiries within the same business day
- Quote on event and accommodation bookings within established guidelines
- Conduct successful site tours and pre-conference meetings
- Prepare and send requested materials and documents to clients (including but not limited to menus, maps, meeting room layouts, seating capacity and accommodation room descriptions)
- Works closely and collaboratively with University of Calgary Food Services to ensure that all catering and food & beverage requirements are communicated and planned
- Distribute and enter final Rooming List and Banquet Event Order details to all applicable departments
- Meet clients upon arrival and prior to departure to ensure all details of the contract are being delivered
- Follow up post event and seek clients' feedback via Event or Conference SurveyActs 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 through accurate documentation
- 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
- Act 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 and coordinating locations and event support from filmmakers and photographers wishing to engage in filming and photography on campus
- Coordinates contracts, insurance, and payments for food truck vendors
- Provides superior customer service when responding to client inquiries
- Enters clients and all event details into Ad Astra and StarREZ software systems, receives payments for events groups and guests
- 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 the Facilities Coordinator and Facilities Team Leaders and Event Facilitators to ensure that required event décor 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 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
**Qualifications / R
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Calgary, Canada The University of Calgary Full time**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...
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