Event Planner

Workers – Union

Job Class
CUPE 2950

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

Job Title
Occasion Planner

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

Compensation Vary
$4,460.00 – $4,686.00 CAD Month-to-month

Posting Finish Date
March 17, 2024

Observe: Purposes can be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all school, workers 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 circumstances 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 giant conferences and receptions. This place oversees the advanced logistics of all occasions, implements procedures and consumer companies 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 progressive and memorable packages and occasions yearly.

This place oversees the logistics to successfully ship occasions that meet the wants of  varied purchasers  by moral and supportive steering, together with area/person 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 through the night and weekend, as dictated by the wants of the consumer/occasion.

Organizational Standing

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

The Occasion Planner has shut working relationships and interacts frequently with varied departmental workers, purchasers, visitors, on-campus and off-campus assets/service departments, directors of Schools, Colleges and Departments, and out of doors suppliers of products and companies.

Work Carried out

* Oversees quite a lot of advanced consumer occasion logistics by coordinating and planning processes and priorities

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

* Secures acceptable area by reserving the consumer’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 happening concurrently, and many others.
* Organizes all pre-, on-site and post-event actions by monitoring operational actions, common communication with purchasers, addressing issues and proactively resolving issues to make sure the success of every occasion.
* Liaises with varied stakeholders (purchasers, Concierge, catering, AV and IT Companies, and many others.) within the coordination of logistics for profitable occasions set-up (room configuration, set-up, elimination, and many others.). Implements standardized crucial occasion plans and carries out all preparations round preparation for and managing profitable occasions (ie flooring plans, catering wants, and many others.).
* Answerable for well timed and correct deposit and fee processing, invoicing, contract receipt, and assortment of excellent accounts receivable.
* Actively helps consumer retention methods by implementing and monitoring established requirements for consumer companies, accuracy and effectivity as they relate to the success and completion of occasions; maintains structured and routine contacts with purchasers.
* Resolves consumer escalations in a well timed and client-centric vogue 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 needed.
* Researches, prepares stories 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 handbook.
* Assists in implementing new area rental advertising and marketing methods.
* Recurrently evaluations consumer evaluations and helps assess the unit’s general effectiveness with respect to customer support and high quality. Gives well timed and acceptable suggestions, and works with colleagues and repair suppliers to implement constructive resolutions to drawback 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 varied work requests for companies earlier than/after occasion supply.
* Screens and updates web site and different social media websites, as referring to facility and occasions (posting upcoming, featured occasions; eradicating previous postings; updating pricing data; posting facility information, and many others.).
* 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 power. UBC Robson Sq. is a crew atmosphere the place workers members persistently go above and past the decision of obligation to make sure the every occasion is profitable and that each buyer is happy. From preliminary session to occasion administration to closing invoicing, it’s crucial that the Occasion Planner present immediate, skilled service always and beneath all circumstances.

Choices might have vital impacts on public perceptions of UBC and UBC Robson Sq., each constructive and adverse. Service high quality, program exercise and group consideration are keystones of the power and are very seen to the general public on this downtown location. Poor selections, errors and/or inept coordination might end in embarrassment for the College, diminution of its status and credibility and probably vital adverse monetary implications.

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

Supervision Obtained
Studies 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 workers on work procedures, and/or oversees work of scholars and/or momentary workers.
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 various views, together with views in battle with one’s personal

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

Most well-liked {Qualifications}

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

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

*Means to talk with purchasers incessantly, listening to their wants and presenting concepts and options to their necessities.

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

*Actively show 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.

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

*Means to successfully promote acceptable companies 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 atmosphere with the flexibility to work versatile hours together with some weekends and evenings.

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

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