Conference & Events Planner (Contract)

2 months ago

Ancaster, Canada Redeemer University College Full time

Conference & Events Planner (Contract)- staff
Contract (Dec.'23 - May '24) - Open until Nov. 30th, 2023**The Position**:
Reporting to the Assistant Director of Campus Services, the Conference and Events Planner is responsible for designing, establishing, and overseeing the integrated logístical and administrative support needs of multiple and complex conferences and events. The Conference and Events Planner is the primary contact for external conference and meeting groups and is responsible for building successful business relationships with these clients. Additionally, the Conference and Events Planner is responsible for helping all internal departments plan and execute their events and meetings. As a member of the Campus Services team the Conference and Events planner assists in the daily operations and processes of the department.

**This is a 6 month contract role**

**Responsibilities**:

- **Assesses the conference/event requirements** with clients and prepares a logistics plan based on careful analysis of the services requested, resources available, and cost and revenue objectives of the University. The work order is inclusive of final logistics plans and costs for the conference/event, including facilities set-up, equipment rentals, menus, and guest speakers as required. The logistics plan serves as the blueprint for Custodial Services, Food Services, Box Office, Maintenance, AV, and Security to carry out their conference/event assignments.
- **Maintains regular communication with clients** throughout a conference and/or event and helps ensure all logistics are being executed to the client’s satisfaction and resolves any problems that may arise. This may include helping with event setup, moving of furniture, finding solutions to electrical needs, communicating quickly with A/V, Custodial or Food Services.
- **Responsible for assuming on-call tasks** as required in order to provide creative solutions to situations that may arise after normal business hours.
- **Prepares booking contracts** for internal events and estimated invoices for external events, prior to the event.
- **Provides details required for the preparation of final invoices** and transfers for internal and external clients to the Campus Services Coordinator.
- **Provides assistance in the implementation of applicable policies, regulations and procedures** related to conference events, housing, catering, and overall hospitality services. This is accomplished through research, organizing and distributing information, writing draft documents for review and discussion with department staff, and through written and verbal communication with clients.
- **Participates in special projects to improve service** and develop new ideas for revenue generating opportunities in order to stay abreast of changing client needs and remain competitive and attractive.
- **Provides Box Office support** during peak Box Office season.
- **Assists with the University’s One Card program** and answers any One Card or Meal plan questions that may arise at the front desk.
- **Provides customer service to students, guests, clients and internal colleagues** and supports the day to day operations of the front desk, answering phone calls, booking accommodations, responding to client inquiries, ensuring event and guest preparation is being completed.
- **Assists in the training, supervision, and assigning of tasks** to student and casual employees who are hired to work during events on campus.
- Other duties as assigned.

**Preferred Skills and Attributes**:

- Knowledge and understanding of meeting and event planning principles, requirements, procedures and available resources.
- Knowledge of conference facilities, technology, and equipment.
- Superior customer service, public relations, and negotiation skills.
- Superior organizational and problem solving skills and ability to multitask in a fast paced environment.
- Excellent oral and written communication skills.
- Ability to perform complex tasks and to prioritize multiple projects.
- Demonstrated history of taking initiative and meeting deadlines.
- Skill in organizing resources and establishing priorities.
- Knowledge of budgeting and cost control procedures.
- Ability to work collegially at all levels, exercising tact and diplomacy, at times in stressful situations.
- Flexible working hours, including regular evening and weekend work.

**Education, Training & Certifications**:

- A Bachelors degree or a College degree in event management, as well as 3 to 5 years experience in hospitality management, facilities planning, travel and tourism, preferably in a university setting.

**Other Requirements**:

- Understanding of Redeemer University (mission, values, and Reformed Christian identity)

**The Application Process**:
**Position reports to**: Assistant Director of Campus Services

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