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Conference Planning Coordinator

2 months ago

Cleveland, Ohio, United States Longwood University Full time

Position Overview

The Event Management Specialist plays a crucial role in the organization and execution of events for Longwood University. This includes a variety of gatherings such as conferences, workshops, and special occasions. The specialist will work closely with the Director of Events and will be based in a collaborative office environment.

Key Responsibilities

  • Project Coordination

Understand the objectives and requirements for each event.

Collaborate with university staff to ensure seamless execution of events.

Manage relationships with vendors, ensuring all tasks are completed on schedule.

Monitor action items to guarantee timely completion of projects.

Assist in budget development and management alongside the Director of Events.

Support the creation of production timelines and staffing plans for events.

Regularly update event-related websites and materials.

Conduct post-event evaluations to assess success and areas for improvement.

  • Sponsorship Coordination

Work with the Director of Events on securing sponsorships for various events.

Coordinate with the events team to fulfill sponsorship commitments.

Engage with sponsors during events to ensure their needs are met.

Facilitate follow-up meetings with sponsors after events.

  • Event Planning and Logistics

Research and evaluate potential venues, working with the Director to select the most suitable options.

Assist in the preparation and distribution of invitations to speakers, sponsors, and attendees.

Support the registration process and manage seating arrangements.

Coordinate logistics for speakers, including advance planning and meet-and-greet sessions.

Assess vendor options for decor, audio-visual needs, transportation, signage, and entertainment.

Collaborate with the communications team on event-related app development.

Prepare briefing materials for speakers and attendees prior to events.

Qualifications

Strong collaborative and organizational skills are essential.

Prior experience in event planning is preferred, showcasing progressive responsibility.

Ability to manage multiple high-priority projects simultaneously.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite is required.

Demonstrated ability to prioritize tasks and meet deadlines.

Attention to detail while remaining adaptable to changing circumstances.

Moderate travel may be necessary.

Work Environment

This position involves working in an office setting as well as at various event locations. Regular working hours are Monday through Friday, with additional hours required as needed.

Application Process

Interested candidates should prepare a cover letter, resume, and three professional references for submission.