Event Planner

Job title: Event Planner

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title Event Planner

Department Event Planning | Leadership | UBC Robson Square

Compensation Range $4,460.00 – $4,686.00 CAD Monthly

Posting End Date March 17, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Event Planner is an integral part of the entrepreneurial Event Services team who plans, organizes, and executes a wide variety of events ranging from small meetings to large conferences and receptions. This position oversees the complex logistics of all events, implements procedures and client services standards, coordinates the event planning and delivering processes and priorities, and builds and maintains positive relationships with key UBC and non-UBC teams to service approximately 3,100 innovative and memorable programs and events annually.

This position oversees the logistics to effectively deliver events that meet the needs of various clients through ethical and supportive guidance, including space/user agreements, promoting catering and audio visual requirements, invoicing, and ongoing clear, concise, and timely communication. Exemplary customer service ensures all internal and external clients receive an outstanding and memorable event experience.

The Event Planner adheres to UBC and UBC Robson Square policies and ensures unit standards and protocols required of an internationally recognized university are met.

This 0.8FTE position works collaboratively within a flexible schedule that allows the incumbents to meet with clients periodically during the evening and weekend, as dictated by the needs of the client/event.

Organizational Status

The Event Planner reports to the Relationship Manager at UBC Robson Square.

The Event Planner has close working relationships and interacts regularly with various departmental staff, clients, guests, on-campus and off-campus resources/service departments, administrators of Faculties, Schools and Departments, and outside suppliers of goods and services.

Work Performed

• Oversees a variety of complex client event logistics by coordinating and planning processes and priorities

• Builds and maintains positive relationships with clients. Evaluates client needs on room and equipment, provides recommendation of appropriate mix of facilities and services to each individual client (via site tours, emails, phone calls, quotes and referrals to online materials). Promotes additional services offered by UBC Robson Square or recognized service providers.

• Secures appropriate space by booking the client’s event in departmental venue management system by entering and updating detailed information, ensuring no conflicts or interruptions with other events or operational requirements going on simultaneously, etc.
• Organizes all pre-, on-site and post-event activities by monitoring operational activities, regular communication with clients, addressing concerns and proactively resolving problems to ensure the success of each event.
• Liaises with various stakeholders (clients, Concierge, catering, AV and IT Services, etc.) in the coordination of logistics for successful events set-up (room configuration, set-up, removal, etc.). Implements standardized critical event plans and carries out all arrangements around preparation for and managing successful events (ie floor plans, catering needs, etc.).
• Responsible for timely and accurate deposit and payment processing, invoicing, contract receipt, and collection of outstanding accounts receivable.
• Actively supports client retention strategies by implementing and monitoring established standards for client services, accuracy and efficiency as they relate to the success and completion of events; maintains structured and routine contacts with clients.
• Resolves client escalations in a timely and client-centric fashion with assistance from Manager as warranted.
• Actively participates in weekly production meeting. Creates and distributes agenda, prompts partners and colleagues review information prior to meeting, and follows up as necessary.
• Researches, prepares reports and makes recommendations effecting event planning and administration of various events; works with colleagues to implement new systems and policies. Drafts and updates Event Planner manual.
• Assists in implementing new space rental marketing strategies.
• Regularly reviews client evaluations and helps assess the unit’s overall effectiveness with respect to customer service and quality. Provides timely and appropriate feedback, and works with colleagues and service providers to implement constructive resolutions to problem areas.
• Ensures clients are aware of terms of contracts, agreements, policies and procedures for the University of British Columbia and UBC Robson Square, including all payment terms.
• Follows up to ensure facilities are maintained in good operating order for all event activities and initiates various work requests for services before/after event delivery.
• Monitors and updates website and other social media sites, as relating to facility and events (posting upcoming, featured events; removing old postings; updating pricing information; posting facility news, etc.).
• Updates pricing and room information within event management software.
• Performs other related duties as required.

Consequence of Error/Judgement

The mandate of UBC Robson Square is to provide consistently excellent customer service to all clients and colleagues who use the facility. UBC Robson Square is a team environment where staff members consistently go above and beyond the call of duty to ensure the each event is successful and that every customer is satisfied. From initial consultation to event management to final invoicing, it is critical that the Event Planner provide prompt, professional service at all times and under all circumstances.

Decisions could have significant impacts on public perceptions of UBC and UBC Robson Square, both positive and negative. Service quality, program activity and community consideration are keystones of the facility and are very visible to the public in this downtown location. Poor decisions, errors and/or inept coordination could result in embarrassment for the University, diminution of its prestige and credibility and potentially significant negative financial implications.

The Event Planner is expected to exercise judgment, diplomacy and tact in all interactions.

Supervision Received
Reports to the Relationship Manager. Works independently and in accordance with procedures and generally accepted event management standards. Work is reviewed for achievement of objectives.

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

*Experience working in customer service, relationship management, and hospitality sales environment is required.
*Knowledge of current technologies for classrooms and meetings is an asset.
*Knowledge of the university environment, academic structure, university policies and protocol is an asset.

*Ability to make thoughtful, informed, and thorough decisions by staying organized and focused.

*Ability to speak with clients frequently, listening to their needs and presenting ideas and solutions to their requirements.

*Ability to strive under pressure and be able to manage multiple activities simultaneously with high-energy and positive thinking.

*Actively demonstrate a collaborative and flexible working style and an ability to be a team player. Work with a variety of suppliers, contractors and other parties on the same event.

*Ability to efficiently and effectively coordinate tasks with multiple deadlines. Honed time management skills are crucial to the delivery of successful events.

*Ability to effectively promote appropriate services throughout the course of an event, including negotiation skills to finalize event details with clients and vendors.

*Analytical and problem-solving skills along with effective conflict resolution skills with the proficiency to effectively analyze and develop solutions while exhibiting diplomacy, tact and initiative.

*Results oriented, articulate and creative with excellent customer service skills.

*Excited to work within a dynamic entrepreneurial environment with the ability to work flexible hours including some weekends and evenings.

*Excellent attention to detail. Strong planning, coordination and execution skills.

*Intermediate computer experience required: Microsoft Office (e.g. Word, Excel, PowerPoint, etc.) as well as the effective and efficient use of Social Media platforms.

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