Conference Planner

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Join a collaborative higher education team responsible for planning and executing one of the institution’s most visible and celebrated events. This role oversees commencement ceremonies and other campus-wide events, ensuring an exceptional experience for graduates, families, faculty, staff, and distinguished guests.

Responsibilities

• Lead the planning, coordination, and execution of commencement ceremonies, including undergraduate, graduate, and specialty recognition events.
• Develop comprehensive event timelines, project plans, seating diagrams, and production schedules.
• Coordinate event logistics including venue setup, registration processes, parking, transportation, accessibility accommodations, and crowd management.
• Serve as the primary liaison for academic departments, university leadership, faculty, vendors, and external partners involved in commencement activities.
• Manage communication with graduates regarding ceremony details, deadlines, regalia, ticketing, and event participation requirements.
• Coordinate commencement-related vendors including audiovisual providers, photographers, florists, security personnel, caterers, and rental companies.
• Oversee budget tracking, vendor contracts, purchase orders, invoicing, and expense reconciliation.
• Coordinate commencement speaker logistics, VIP accommodations, and protocol requirements.
• Partner with facilities, public safety, and operations teams to ensure event readiness and compliance with safety standards.
• Manage event registration platforms, attendee tracking, guest communications, and reporting.
• Develop contingency plans for weather, venue changes, emergencies, and other event-related risks.
• Coordinate event staffing, volunteer recruitment, training, and scheduling.
• Conduct site visits and planning meetings to ensure seamless execution of all event components.
• Oversee event setup, day-of operations, troubleshooting, and event breakdown activities.
• Analyze post-event feedback and prepare reports with recommendations for future improvements.
• Support the planning and execution of additional conferences, academic ceremonies, board meetings, and campus-wide events throughout the year.
• Maintain event documentation, policies, standard operating procedures, and historical records.

Requirements

• Bachelor’s degree in Event Management, Hospitality, Communications, Higher Education Administration, Marketing, or a related field.
• 3+ years of event planning, conference planning, commencement planning, higher education events, or large-scale corporate event experience.
• Experience managing complex events involving multiple stakeholders and large attendee populations.
• Strong project management skills with the ability to manage multiple deadlines simultaneously.
• Experience coordinating vendors, contracts, budgets, and invoice processing.
• Excellent verbal and written communication skills.
• Strong attention to detail and problem-solving abilities.
• Experience with event management software, registration platforms, and Microsoft Office Suite.
• Ability to work evenings, weekends, and flexible hours during peak event periods.
• Ability to remain calm under pressure and respond effectively to changing priorities.
• Experience in a college, university, nonprofit, association, or conference environment preferred.
• Knowledge of commencement protocols, academic ceremonies, and large-scale event operations preferred.

A1472283CHI_1787867613

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