Reporting to the Conference Services Manager, the Meetings and Events Coordinator will organize internal and external business-related functions, conferences, meetings, and events. Coordinator will work extensively in the reservation system, and with Meetings and Events Lead, Coordinators, Caterers, Facility Service Team, Audio Visual (AV) Techs, and others to support meetings, events, and members of the Conference Services Team.
• Assist in the organization of all aspects of on and off-site events, meetings, and conferences including but not limited to communication, catering, furniture, AV, security, outside vendors and staffing support.
• Create internal and external event documents in coordination with other members of the Development team as necessary, including event websites, invitations, prep memos, attendee communication, onsite event materials, and other correspondence.
• Responsible for the completion of various detail-oriented administrative event tasks, including registration forms, RSVP tracking, maintaining hotel room blocks, and tracking event registration fees.
• Provide support as necessary for online and virtual events through Zoom meetings, webinars, and other platforms.
• Serve as a liaison and main contact during events for vendors and venues.
• Order, deliver beverage services for meetings and events, as requested by clients.
• Meets with key clients and provides information and guidance on services offered by Conference Services to assess planning needs.
• Direct load-in and load-out of multiple service contractors for small and large-scale events.
• Develops and maintains effective relationships with service contractors and other suppliers of event services.
• Assist with the physical configuration and set-up of meeting rooms and responsible for ensuring that meeting rooms are configured correctly for each meeting/event.
• Track and compile event invoices and submit accurate accounting details for processing and payment.
• Stay abreast of conference, meeting and event trends, techniques, and technologies, evaluate appropriateness for institutional priorities.
• Communicate clearly and often with Conference Services Lead and Conference Services Manager on all aspects of event coordination and other departmental concerns. Employ industry standards and best practices.
• Become an administrator, space reservations systems, gaining the ability to make system changes that optimize meetings and events and train staff and service providers on its use.
• Other duties as assigned.
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