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Home Careers Job Descriptions Conference Event Planner/Coordinator
Home Careers Job Descriptions Conference Event Planner/Coordinator
Conference Event Planner/Coordinator

Conference Event Planner/Coordinator Job Description

Job Title: Conference Event Planner/Coordinator
Job Code: R43476
Job Series: Conference Event Planner/Coordinator
FLSA Status: Exempt
OCC Group: Professional Services (PS)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

General Statement Of Duties:
The Conference and Event Planner/Coordinator plans and schedules coordinated conferences and special events.  This position serves as the primary liaison with internal units and external constituents, providing organizational leadership in developing, implementing and overseeing conferences, events, meetings and trainings for the Judicial Department.
Distinguishing Factors:
This position is distinguished from other positions by the concentration of planning and coordination of all events from initial inception to post event details.  The position is expected to exercise a high degree of decision making and independent judgment and perform at the full-operational level with little direction and assistance. 
Essential Functions Of the Position:
Meet with Conference Planning Committees to understand the purpose of the meeting or event.
Coordinate with Conference Planning Committees to create individual event project plans and schedules based on the scope of the event, including time, location, program, and cost.  Assist with planning responsibilities.
Provide feedback and periodic reports to stakeholders.
Propose ideas to improve provided services and event quality.
Proactively handle any arising issues and troubleshoot any emerging problems on event day(s).
Deliver a seamless event experience for all participants, staff and vendor partners. Ensure that all event delivery strategies are aligned with Judicial’s business objectives and core values.
Maintain strong internal and external communications and develop relationships with all event stakeholders, including attendees, staff, and vendor partners.
Develop marketing materials for events as needed including print materials, registration and conference mobile applications.
Solicit bids from venues and service providers in accordance with all Judicial Policies and Procedures.
Negotiate all contracts on behalf of the committee and lead the contracting process for the committee.
Conduct site research, attend site inspections with conference team, and make recommendations for event venues. Serve as main point of contact for assigned conference contracted venues. Present market research to Committee and work with the committee to choose where to hold each event.
Coordinate event services such as rooms, transportation, meeting logistics, volunteers, décor and food service.
Confer with on-site staff to coordinate details and negotiate pricing as needed.
Monitor event activities to ensure the client and event attendees are satisfied as needed.
Review event bills for correctness.
Identify and resolve strategic supplier performance issues to ensure customer satisfaction.
Oversee and manage support staff dedicated to providing conference and event assistance.
Ensure accurate and timely entry of records and information into registration system if applicable.
Attends meetings and training as required.
Performs other duties as assigned.
Supervisor Responsibilities:
Responsible for one's own work product and may provide guidance, assistance, or mentorship to less knowledgeable or experienced coworkers, volunteers, or interns. This may include scheduling of work, instructing in work methods, and reviewing work products. 
Minimum Education:
Graduation from an accredited college with a bachelor’s degree and two years of event planning, service industry or program coordinator experience.  Meeting and Event Planning Certification preferred.
Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to walk; sit; use hands and fingers and reach with hands and arms.  The employee is occasionally required to stand.  The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.
Work Environment:
Occasionally handles emergency or crisis situations; frequently subject to interruptions, and multiple calls and inquiries.  The noise level in the work environment is usually moderate.  Travel and work as needed to attend events and client meetings (may include overnights and weekends).
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