Conference and Events Planner

Organizational Summary:

The USF College of Arts and Sciences (CAS) is committed to excellence across the liberal arts and sciences. With more than 900 full-time faculty and staff across 23 academic departments and schools on all three campuses, the college serves 15,000 undergraduate majors and 1,700 graduate students, while delivering 487,000 semester credit hours annually to students across the university. We are home to 21 research centers and institutes.

Our highly-ranked academic programs are among the best in the country and the world. Our faculty conduct cutting-edge and award-winning research in areas such as cancer cell biology, social media and human experience, bacterial pathogenesis, human dynamics, national security, and religion and health among others. Our degrees are structured so that students have opportunities for learning both inside the classroom and beyond it. The college’s alumni are accomplished and engaged, and they are often recognized by the university in the campus’s young alumni and Fast 56 awards. We are especially proud of the way that the college contributes to USF’s national ranking as 22nd in the country in social mobility, a clear sign of the transformative value of the education we provide.

When it comes to events, the overall goal of the Events Team is to advance the College’s mission by creating, implementing, and maintaining an integrated strategy that ensures the most efficient use of CAS resources.

Position Summary:

The Conference and Event Planner reports directly to the Events Manager and is responsible for coordinating, planning, facilitating and executing multiple events and conferences for the College of Arts and Sciences departments, centers, institutes, and Dean’s office. This position serves as the primary liaison with internal units and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events, and public functions. This work typically requires travel to conferences and event sites working evenings and weekends during conferences and events. 

The Conference and Event Planner understands events not just as logistics, but as relationship‑building opportunities that strengthen networks and foster lasting engagement.
 

Events Planning:

• Serves as the primary liaison with internal and external constituencies on all matters relating to events, conferences, as well as donor cultivation/stewardship events. In addition to in-person events, the planner will also plan and coordinate virtual and hybrid events.
• Represents the college with respect to departmental activities on a local, regional, and or national basis.
• Evaluates program and event histories to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
• Oversees the overall planning management, and execution surrounding all phases of the event planning process (pre, during, and post) including, but not limited to researching vendors, managing registration, catering, securing venues, tracking budgets, event design, event logistics, hotel room blocks, transportation, running reports, etc.
• Handles basic A/V and technology at events as well as handle the set-up and clean-up at events.
• Coordinates with venues (on and off campus) to adhere to venue policies and ensure compliance by all vendors. 
• Oversees, coordinates, and manages activities of volunteers, staff, and students to include training, scheduling work allocation and problem resolution 
• Employs motivational techniques to achieve peak productivity and performance
• Monitors client approvals throughout all phases of the event planning process. 
• Performs other administrative and support duties as required in support of the mission and strategy of the Events Team.

Marketing and Communication:

• Develop necessary collateral (marketing assets) including invitations, flyers, signage, programs, QR codes, event landing pages, etc. for meetings and conferences.
• Researches, develops, and/or edits press releases, articles, and notifications via e-mail for internal and external media publications as appropriate.
• Compiles and reviews statistical data; develops and prepares various ad hoc reports, summaries, analyses, and projections. 
• Develop and manage guest lists and request donor demographic information to pull secure mailing lists.
• Develop and maintain professional relationships with donors and prospects through networking at events and provide any necessary follow-up.

Budget and Vendor Management:

• Participates in budget development for special events. Secures bids and negotiates contracts with event sites; monitors and evaluates contract performance.
• Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.
• Adhere to USF guidelines and procedures when working with clients on budgets. 

Minimum Qualifications:

This position requires a bachelor’s degree in communication, marketing, public relations, hospitality management, business management, digital media, or related field, with two years of experience in related positions; or a master’s degree in the fields listed above; or an equivalent combination of related education and experience.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.