Event Planner

Job Class
CUPE 2950

Job Title
Occasion Planner

Division
Occasion Planning jobsincanada.one Management jobsincanada.one UBC Robson Sq.

Posting Finish Date
March 17, 2024

Be aware: Functions can be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

At UBC, we imagine that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all college, employees and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the mandatory situations for a rewarding profession. 

Job Abstract

The Occasion Planner is an integral a part of the entrepreneurial Occasion Companies crew who plans, organizes, and executes all kinds of occasions starting from small conferences to massive conferences and receptions. This place oversees the complicated logistics of all occasions, implements procedures and shopper providers requirements, coordinates the occasion planning and delivering processes and priorities, and builds and maintains constructive relationships with key UBC and non-UBC groups to service roughly 3,100 modern and memorable packages and occasions yearly.

This place oversees the logistics to successfully ship occasions that meet the wants of  numerous purchasers  by moral and supportive steerage, together with area/consumer agreements, selling catering and audio visible necessities, invoicing, and ongoing clear, concise, and well timed communication. Exemplary customer support ensures all inside and exterior purchasers obtain an excellent and memorable occasion expertise.
The Occasion Planner adheres to UBC and UBC Robson Sq. insurance policies and ensures unit requirements and protocols required of an internationally acknowledged college are met.

This 0.8FTE place works collaboratively inside a versatile schedule that permits the incumbents to fulfill with purchasers periodically in the course of the night and weekend, as dictated by the wants of the shopper/occasion.

Organizational Standing

The Occasion Planner experiences to the Relationship Supervisor at UBC Robson Sq..

The Occasion Planner has shut working relationships and interacts recurrently with numerous departmental employees, purchasers, friends, on-campus and off-campus sources/service departments, directors of Schools, Colleges and Departments, and outdoors suppliers of products and providers.

Work Carried out

* Oversees quite a lot of complicated shopper occasion logistics by coordinating and planning processes and priorities

* Builds and maintains constructive relationships with purchasers. Evaluates shopper wants on room and tools, gives suggestion of applicable mixture of services and providers to every particular person shopper (through website excursions, emails, cellphone calls, quotes and referrals to on-line supplies). Promotes extra providers provided by UBC Robson Sq. or acknowledged service suppliers.

* Secures applicable area by reserving the shopper’s occasion in departmental venue administration system by coming into and updating detailed data, guaranteeing no conflicts or interruptions with different occasions or operational necessities occurring concurrently, and so forth.
* Organizes all pre-, on-site and post-event actions by monitoring operational actions, common communication with purchasers, addressing considerations and proactively resolving issues to make sure the success of every occasion.
* Liaises with numerous stakeholders (purchasers, Concierge, catering, AV and IT Companies, and so forth.) within the coordination of logistics for profitable occasions set-up (room configuration, set-up, elimination, and so forth.). Implements standardized vital occasion plans and carries out all preparations round preparation for and managing profitable occasions (ie flooring plans, catering wants, and so forth.).
* Accountable for well timed and correct deposit and fee processing, invoicing, contract receipt, and assortment of excellent accounts receivable.
* Actively helps shopper retention methods by implementing and monitoring established requirements for shopper providers, accuracy and effectivity as they relate to the success and completion of occasions; maintains structured and routine contacts with purchasers.
* Resolves shopper escalations in a well timed and client-centric trend with help from Supervisor as warranted.
* Actively participates in weekly manufacturing assembly. Creates and distributes agenda, prompts companions and colleagues assessment data previous to assembly, and follows up as crucial.
* Researches, prepares experiences and makes suggestions effecting occasion planning and administration of assorted occasions; works with colleagues to implement new techniques and insurance policies. Drafts and updates Occasion Planner guide.
* Assists in implementing new area rental advertising and marketing methods.
* Recurrently critiques shopper evaluations and helps assess the unit’s total effectiveness with respect to customer support and high quality. Offers well timed and applicable suggestions, and works with colleagues and repair suppliers to implement constructive resolutions to downside areas.
* Ensures purchasers are conscious of phrases of contracts, agreements, insurance policies and procedures for the College of British Columbia and UBC Robson Sq., together with all fee phrases.
* Follows up to make sure services are maintained in good working order for all occasion actions and initiates numerous work requests for providers earlier than/after occasion supply.
* Screens and updates web site and different social media websites, as regarding facility and occasions (posting upcoming, featured occasions; eradicating outdated postings; updating pricing data; posting facility information, and so forth.).
* Updates pricing and room data inside occasion administration software program.
* Performs different associated duties as required.

Consequence of Error/Judgement

The mandate of UBC Robson Sq. is to offer persistently glorious customer support to all purchasers and colleagues who use the ability. UBC Robson Sq. is a crew surroundings the place employees members persistently go above and past the decision of responsibility to make sure the every occasion is profitable and that each buyer is happy. From preliminary session to occasion administration to last invoicing, it’s vital that the Occasion Planner present immediate, skilled service always and beneath all circumstances.

Selections may have vital impacts on public perceptions of UBC and UBC Robson Sq., each constructive and detrimental. Service high quality, program exercise and group consideration are keystones of the ability and are very seen to the general public on this downtown location. Poor selections, errors and/or inept coordination may lead to embarrassment for the College, diminution of its status and credibility and doubtlessly vital detrimental monetary implications.

The Occasion Planner is anticipated to train judgment, diplomacy and tact in all interactions.

Supervision Obtained
Experiences to the Relationship Supervisor. Works independently and in accordance with procedures and usually accepted occasion administration requirements. Work is reviewed for achievement of targets.
Supervision Given
Formally trains new employees on work procedures, and/or oversees work of scholars and/or non permanent employees.
Minimal {Qualifications}
Excessive Faculty commencement, plus a two 12 months post-secondary diploma, plus 4 years of associated expertise, or an equal mixture of schooling and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, data, and abilities associated to fairness, range, and inclusion

Most well-liked {Qualifications}

*Expertise working in customer support, relationship administration, and hospitality gross sales surroundings is required.
*Information of present applied sciences for school rooms and conferences is an asset.
*Information of the college surroundings, tutorial construction, college insurance policies and protocol is an asset.

*Potential to make considerate, knowledgeable, and thorough selections by staying organized and centered.

*Potential to talk with purchasers regularly, listening to their wants and presenting concepts and options to their necessities.

*Potential to try beneath strain and be capable of handle a number of actions concurrently with high-energy and constructive considering.

*Actively exhibit a collaborative and versatile working type and a capability to be a crew participant. Work with quite a lot of suppliers, contractors and different events on the identical occasion.

*Potential to effectively and successfully coordinate duties with a number of deadlines. Honed time administration abilities are essential to the supply of profitable occasions.

*Potential to successfully promote applicable providers all through the course of an occasion, together with negotiation abilities to finalize occasion particulars with purchasers and distributors.

*Analytical and problem-solving abilities together with efficient battle decision abilities with the proficiency to successfully analyze and develop options whereas exhibiting diplomacy, tact and initiative.

*Outcomes oriented, articulate and inventive with glorious customer support abilities.

*Excited to work inside a dynamic entrepreneurial surroundings with the power to work versatile hours together with some weekends and evenings.

*Glorious consideration to element. Robust planning, coordination and execution abilities.

*Intermediate laptop expertise required: Microsoft Workplace (e.g. Phrase, Excel, PowerPoint, and so forth.) in addition to the efficient and environment friendly use of Social Media platforms.