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Event Coordinator

4 weeks ago

Bull Valley, United States InsideHigherEd Full time
Job Title: Events Manager

McHenry County College is seeking an experienced Events Manager to join our team. As an Events Manager, you will be responsible for planning, coordinating, and executing various events and conferences throughout the year.

Key Responsibilities:
  • Coordinate conferences and special events for internal and external audiences
  • Provide input on event logistics, including room layout, linens, décor, catering, and other event resources
  • Communicate and collaborate with college support departments to ensure comprehensive event support
  • Oversee onsite and virtual event logistics, with support from the Director of Conference and Event Services
  • Provide onsite hands-on event support, including catering replenishment and audio-visual services navigation
  • Assist with operations of event logistics, including setup and tear-down, to ensure smooth event execution
  • Work with the Office of Marketing and Public Relations to create, order, and place event programs, materials, and signage
  • Create and handle online registration systems for meetings and events
  • Coordinate all pre- and post-event communications, working with the Office of Marketing and Public Relations to coordinate marketing vehicles
  • Follow up with event inquiries in a timely manner
  • Support the Director of Conference and Event Services with event analytics and reports
  • Support special event promotions for MCC's Planetarium, the Liebman Institute for Science Innovation, the Center for Agrarian Learning, and the Foglia Center for Advanced Technology and Innovation
  • Maintain a database of conference participants, exhibitors, presenters, etc. for multiple conferences
  • Facilitate exhibitor registration for conferences throughout the year
  • Process advance and day-of registrations for special events and conferences
  • Develop contracts and agreements for event presenters/speakers, and complete payment request forms
  • Support noncredit course and event registration through online registration system
  • Create and review event marketing materials; maintain online event calendar and digital signage support
  • Work with the Director of Conference and Event Services to identify, develop, and compile new conference and event evaluation process
  • Maintain supply inventory; order office and event supplies as needed
  • Coordinate check-out and use process for MCC tablecloths and event signage
  • Make determination regarding suitability of requests for use of College facilities
  • Serve as a primary contact for rental clients, coordinating all inquiries and bookings, and preparing and overseeing rental agreement contracts
  • Provide information on MCC conference and event rental procedures to internal departments and external groups
  • Maintain an exceptional relationship with event vendors and other event partners
  • Coordinate activities related to Board Policy on Campaigning and Solicitations on Campus
  • Represent the Conference and Event Services team at meetings and provide input regarding the use and availability of college facilities
  • Perform other job-related duties as assigned by immediate supervisor
Required Qualifications:
  • At least three years of related experience planning and coordinating events and/or meetings
  • Knowledge of role of events within the college environment
  • Experience managing onsite event needs and logistics
  • Must be available to work a flexible schedule based on department and event needs
  • Proficient in sales management and customer relationship management (CRM) databases

McHenry County College is an equal opportunity employer and welcomes applications from diverse candidates. To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources.