The Conference Programs Office hires one or two event planning interns to begin working part-time during the fall and spring semesters to work with conference recruitment, staff recruitment, and all conference preparations. Then in the summer the event planners work full-time and are assigned conferences in which they serve as on-site coordinators for events.  This position is expected to be self motivated and able to manage time and deadlines.

The position is paid $8 hourly. During the fall and spring, the position requires 10-15 hours per week.  During the summer (May-August), the position requires 30-40 hours per week, depending on conference schedule.  On-campus housing is provided during the summer but event planners can choose to live off campus.

During peak times, this position is expected to work additional hours as needed. The position will be assisting the Conference Programs Office with coordinating all aspects of internal and external conferences on campus.

Pre-Conference Season Responsibilities (September to mid-May):

• Learn how to develop price proposals for potential conference clients.
• Take proposal information and learn how to develop a contractual agreement with client.
• Learn and perform necessary procedures to communicate dining needs, catering arrangements, audiovisual needs, transportation, housing information, etc. to the appropriate departments on campus and off-campus vendors.
• Update forms, policies, and information.
• Update and maintain master conference schedule and building assignment sheets.
• Develop training materials and update training manual for conference staff working at the residence hall front desks.
• Implement and facilitate training with other team leaders for conference staff prior to the beginning of the conference season. 
• Collect and maintain information for conference revenue report.

Responsibilities During the Conference Season (mid-May to mid-August):

• Prepare meal contracts, housing confirmation forms, housing assignments, recreation center usage forms and other forms used to schedule arrangements.
• Assist with coordinating arrangements for events held off campus.
• Effectively communicate and relay information to external and internal clients pertaining to their conference arrangements.
• Attend monthly planning meetings with Event Planning, Dining Services, and Catering.
• Provide guidance for conference staff during the summer, giving direction and assistance at all times.
• Liaison between the office and conference staff relaying information and policies.
• Respond to emergency pages not only during weeks of on-call, but also when paged with questions.
• Work with staff to maintain desk operations.
• Serve as liaison for the office with other departments during times that the office is closed in the summer (primarily during evenings and weekends).
• The intern along with team leaders, will be assigned conferences and will be responsible for preparation and follow through for those assigned conferences (ie. working with conference contact to get housebook information, getting the housebook information into our housebook format in Excel and getting that information to the appropriate desk, ensure that cards are completed for check-in, folders are in the rooms, rooms are prepped and linens are ready, and all arrangements are finalized, etc.).
• Run weekly organized staff meetings to prepare the conference staff for incoming conferences.
• Serve as on-site coordinator for assigned conference assisting with troubleshooting
• Updates conference calendar
• Assist with conference staff evaluation process.
• Fill in for necessary desk shifts.
• Assist in general office duties for the Conference Programs Office.
• Facilitate conference check-ins and check-outs.

Requirements:

• Good customer service skills or concepts
• Excellent communications
• Good Organizational skills
• Detail oriented
• Computer proficient
• Team Oriented
• Ability to meet deadlines
• Office experience preferred
• Excellent attendance
• One semester of on-campus housing preferred
• Previous event management experience preferred

If you are interested in the Event Planner position, please fill out the application. Questions should be directed to place2be@bgsu.edu.

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