Conference & Event Planning Director
San Luis Obispo, CA San Luis Obispo, CA Full-time Full-time $110,000 - $125,000 a year $110,000 - $125,000 a year Position Information Job Title Conference & Event Planning Director Posting Number 201000699 Posting Type Regular Contract End Date Salary Range Hiring Range $110,000 - $125,000 per year Full Time or Part Time Full Time If Part Time, List Work Hours Position Summary Information Job Description Summary CENTRAL TO CALIFORNIA This position is located on the Cal Poly University Campus in beautiful San Luis Obispo, roughly halfway between Los Angeles and San Francisco.
Conference and Event Planning (CEP) is a commercial service within Cal Poly Corporation and supports the mission of the university by serving as a one stop shop for hosting a variety of programs that connects Cal Poly staff, faculty and athletics to the community.
Cal Poly Corporation is a strategic partner dedicated to advancing Cal Poly.
San Luis Obispo https:
//www.
slocal.
com/ Cal Poly https:
//www.
calpoly.
edu/ THE POSITION The Conference and Event Planning Director will possess a strategic and growth mindset and build on the foundation of the current program.
By leveraging their depth of experience and collaborative skills, the director will identify areas for growth, and evolve the program to a comprehensive, best in class event planning function.
The future vision of the program includes hosting large live events across campus.
The Director is responsible for operational management, leadership and direction for all aspects of Cal Poly's Conference & Event Planning (CEP) program, including financial, logistics, marketing, staffing, technological and arrangements for all conferences and live events held at Cal Poly.
As a member of Cal Poly Corporation's Senior Leadership Team, the Director will contribute to the strategic direction of the Corporation.
Conference & Event Planning https:
//www.
calpolyconferences.
org/about-us/ Minimum Qualifications Graduation from an accredited four-year university Minimum 5 years of progressive, responsible Conference and Event Management experience Minimum 2 years supervisory/management experience Ability to perform complex, highly responsible and confidential duties Excellent computer skills including Microsoft Word and Excel Ability to prioritize, plan, organize, and meet time lines Ability to lead others in managing tasks; train and evaluate the performance of assigned personnel Ability to establish and maintain cooperative and effective working relationship with others Excellent verbal and written skills and the ability to interface with all levels of staff, Board of Directors, university community, including students, faculty and staff, and the public Interpersonal skills using tact, patience, and courtesy Ability to maintain regular and reliable attendance Possession of a valid California Driver's License and satisfactory driving record A background check is required for all regular benefited positions The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment Preferred Qualifications Higher education experience Live event management experience Physical Demands Hearing and speaking to exchange information in person or on the telephone Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator Seeing to read a variety of materials Sitting or standing for extended period of time Physical agility to lift 20 pounds to shoulder height Physical agility to lift, carry, push, or pull objects Commuting on an as needed basis to outside meetings and training locations Typical Essential Functions Job Description Highlights Develop, review and implement all contracts, agreements and MOU's associated with Conference and Event Planning in compliance with all Corporation and University policies Negotiate and effectively collaborate with on campus entities for services related to CEP entities include Housing, Parking, Facilities, Dining, Athletics, and ASI maintain positive relationships through consistent engagement with clients consult the University Master Calendar to plan the timing and location of events Oversee departmental operating budgets and long term forecasting determine budgetary projections develop gap-closing initiatives to ensure department is profit positive and stays on budget make budgetary decisions based on revenue projections and needs of the department present final budget to the Corporation's Board of Directors Develop effective sales and marketing strategies that grow revenue develop a network of potential clients and colleagues in the conference industry oversee the development of promotional materials such as brochures, web pages, and direct mailing materials to distribute to clients to increase the visibility of the University to internal and external groups develop relationships in the community to enhance the public presence of the University as a conference site and to generate perspective clients Configure rates and pricing structure for all events; formulate estimates and proposals for various facility uses and rental Oversee the live events initiative including but not limited to:
production company engagement and election, development of the annual roster, conducting the feasibility analysis, and collaborating with stake holders across the Campus to ensure support and facility readiness Ensure all client organizations and their related events are in compliance with CPSU, CSU, State and County building and event policies, related laws and liability issues, and health and safety procedures originate policies as needed monitor campus activities to ensure the CPSU policy regarding revenue producing events are contracted through CEP Oversee the hiring and onboarding of all event personnel Serve on relevant campus wide committees including Campus Event Management Team (CEMT), Campus Parking, and Transportation Advisory Committee Contribute to CPC's strategic planning initiatives, participate and assist in the annual Fall Kick off and other CPC events Attend professional conferences; maintain relationships with organizations (e.
g.
WACHUO, ACUHO-I, WACE, ACCED-I) Perform other duties assigned Supervisory Responsibilities Directly supervise assigned employees.
Carry out supervisory responsibilities in accordance with policies and applicable laws and regulations Supervise the daily activities of the department, including but not limited to, effective delegation of assignments, training and resources necessary to meet performance standards and assist employees in improving performance relevant to job requirements Subordinates may include; conference and event coordinators, administrative coordinator, Sr.
Accounting Analyst, seasonal part-time intermittent employees and student staff Develop and implement an effective performance and department goals and objectives, provide performance evaluations, and implement appropriate counseling Direct and monitor employees to ensure that they remain in compliance with policies and procedures Special Instructions to Applicants Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.
Employees are eligible to participate in the CPC Medical Insurance Plan offered through the California Public Employees' Retirement System (CalPERS).
Employees have different plans from which to choose including HMOs and PPOs.
The coverage includes the employee, his/her dependents, or domestic partner.
The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees' Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Please visit our website for additional benefits information.
https:
//www.
calpolycorporation.
org/resources/business-services/human-resources/benefits/ Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
The California State University system (CSU) requires that students, faculty, and any employees of organizations who access campus, or any CSU facilities, to be either fully vaccinated or qualify for a medical or religious exemption.
Please note if you are chosen for a position with the Cal Poly Corporation you will be asked to fill out a Vaccine Attestation once you are hired.
This attestation will ask if you are vaccinated or asking for a medical or religious exemption.
This position is located on the Cal Poly University campus and is eligible for a seasonal hybrid work arrangement comprised of a minimum of three days on campus.
AA/EEO/Disability/Protected Veteran Employer Posting Detail Information Open Date 06/28/2023 Close Date Open Until Filled Yes Review of Applications Begin Date 07/17/2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
Conference and Event Planning (CEP) is a commercial service within Cal Poly Corporation and supports the mission of the university by serving as a one stop shop for hosting a variety of programs that connects Cal Poly staff, faculty and athletics to the community.
Cal Poly Corporation is a strategic partner dedicated to advancing Cal Poly.
San Luis Obispo https:
//www.
slocal.
com/ Cal Poly https:
//www.
calpoly.
edu/ THE POSITION The Conference and Event Planning Director will possess a strategic and growth mindset and build on the foundation of the current program.
By leveraging their depth of experience and collaborative skills, the director will identify areas for growth, and evolve the program to a comprehensive, best in class event planning function.
The future vision of the program includes hosting large live events across campus.
The Director is responsible for operational management, leadership and direction for all aspects of Cal Poly's Conference & Event Planning (CEP) program, including financial, logistics, marketing, staffing, technological and arrangements for all conferences and live events held at Cal Poly.
As a member of Cal Poly Corporation's Senior Leadership Team, the Director will contribute to the strategic direction of the Corporation.
Conference & Event Planning https:
//www.
calpolyconferences.
org/about-us/ Minimum Qualifications Graduation from an accredited four-year university Minimum 5 years of progressive, responsible Conference and Event Management experience Minimum 2 years supervisory/management experience Ability to perform complex, highly responsible and confidential duties Excellent computer skills including Microsoft Word and Excel Ability to prioritize, plan, organize, and meet time lines Ability to lead others in managing tasks; train and evaluate the performance of assigned personnel Ability to establish and maintain cooperative and effective working relationship with others Excellent verbal and written skills and the ability to interface with all levels of staff, Board of Directors, university community, including students, faculty and staff, and the public Interpersonal skills using tact, patience, and courtesy Ability to maintain regular and reliable attendance Possession of a valid California Driver's License and satisfactory driving record A background check is required for all regular benefited positions The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment Preferred Qualifications Higher education experience Live event management experience Physical Demands Hearing and speaking to exchange information in person or on the telephone Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator Seeing to read a variety of materials Sitting or standing for extended period of time Physical agility to lift 20 pounds to shoulder height Physical agility to lift, carry, push, or pull objects Commuting on an as needed basis to outside meetings and training locations Typical Essential Functions Job Description Highlights Develop, review and implement all contracts, agreements and MOU's associated with Conference and Event Planning in compliance with all Corporation and University policies Negotiate and effectively collaborate with on campus entities for services related to CEP entities include Housing, Parking, Facilities, Dining, Athletics, and ASI maintain positive relationships through consistent engagement with clients consult the University Master Calendar to plan the timing and location of events Oversee departmental operating budgets and long term forecasting determine budgetary projections develop gap-closing initiatives to ensure department is profit positive and stays on budget make budgetary decisions based on revenue projections and needs of the department present final budget to the Corporation's Board of Directors Develop effective sales and marketing strategies that grow revenue develop a network of potential clients and colleagues in the conference industry oversee the development of promotional materials such as brochures, web pages, and direct mailing materials to distribute to clients to increase the visibility of the University to internal and external groups develop relationships in the community to enhance the public presence of the University as a conference site and to generate perspective clients Configure rates and pricing structure for all events; formulate estimates and proposals for various facility uses and rental Oversee the live events initiative including but not limited to:
production company engagement and election, development of the annual roster, conducting the feasibility analysis, and collaborating with stake holders across the Campus to ensure support and facility readiness Ensure all client organizations and their related events are in compliance with CPSU, CSU, State and County building and event policies, related laws and liability issues, and health and safety procedures originate policies as needed monitor campus activities to ensure the CPSU policy regarding revenue producing events are contracted through CEP Oversee the hiring and onboarding of all event personnel Serve on relevant campus wide committees including Campus Event Management Team (CEMT), Campus Parking, and Transportation Advisory Committee Contribute to CPC's strategic planning initiatives, participate and assist in the annual Fall Kick off and other CPC events Attend professional conferences; maintain relationships with organizations (e.
g.
WACHUO, ACUHO-I, WACE, ACCED-I) Perform other duties assigned Supervisory Responsibilities Directly supervise assigned employees.
Carry out supervisory responsibilities in accordance with policies and applicable laws and regulations Supervise the daily activities of the department, including but not limited to, effective delegation of assignments, training and resources necessary to meet performance standards and assist employees in improving performance relevant to job requirements Subordinates may include; conference and event coordinators, administrative coordinator, Sr.
Accounting Analyst, seasonal part-time intermittent employees and student staff Develop and implement an effective performance and department goals and objectives, provide performance evaluations, and implement appropriate counseling Direct and monitor employees to ensure that they remain in compliance with policies and procedures Special Instructions to Applicants Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.
Employees are eligible to participate in the CPC Medical Insurance Plan offered through the California Public Employees' Retirement System (CalPERS).
Employees have different plans from which to choose including HMOs and PPOs.
The coverage includes the employee, his/her dependents, or domestic partner.
The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees' Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Please visit our website for additional benefits information.
https:
//www.
calpolycorporation.
org/resources/business-services/human-resources/benefits/ Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
The California State University system (CSU) requires that students, faculty, and any employees of organizations who access campus, or any CSU facilities, to be either fully vaccinated or qualify for a medical or religious exemption.
Please note if you are chosen for a position with the Cal Poly Corporation you will be asked to fill out a Vaccine Attestation once you are hired.
This attestation will ask if you are vaccinated or asking for a medical or religious exemption.
This position is located on the Cal Poly University campus and is eligible for a seasonal hybrid work arrangement comprised of a minimum of three days on campus.
AA/EEO/Disability/Protected Veteran Employer Posting Detail Information Open Date 06/28/2023 Close Date Open Until Filled Yes Review of Applications Begin Date 07/17/2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
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