Conference and Event Planner

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.

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’ opinions about accommodations, facilities, food and service. Acts promptly and in a helpful manner when dealing with customer questions and concerns, including responding to written comments as necessary.
• Communicates effectively with fellow members of the conference and event management team, the university community, and the general public.
• Pursues personal self-development in order to reach a higher level of professional competence.
• Performs other duties as may be required or assigned.

Minimum Qualifications:

• Bachelor’s Degree in a business, event planning, mass communications, marketing, hotel/restaurant management, or related field and experience in event planning or the hospitality industry or related position (OR)
• Associate’s Degree in a business, event planning, mass communications, marketing, hotel/restaurant management, or related field and a minimum of three (3) years of experience in event planning or the hospitality industry or related position (OR)
• A minimum of five (5) years of experience in event planning or the hospitality industry or related position.

Preferred Qualifications:

• A Degree in a business, event planning, mass communications, marketing, hotel/restaurant management, or related field

Required Knowledge, Skills and Abilities:

• A proven ability to communicate effectively with a diverse group of individuals including university faculty, staff, and administrators, corporate executives and meeting planners, and the general public.
• Willingness and ability to work a varied schedule, including evenings, weekends and holidays.

Additional Position Information (if applicable)

Working Conditions:
The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular positions. Employees may be requested to perform job-related tasks other than those specifically presented in this description. For jobs occupied by more than one employee, the identification of non-essential functions shall be determined from the individual’s position description.

Required Application Documents

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement
Miami University is a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility.

For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.