The Conferences and Events Manager is responsible for overseeing and providing logistical and event management support to a select number of conference groups, events, housing groups/individuals, and summer camps. This position will establish and maintain positive, professional relationships with campus and community partners through effective, accurate, timely, and reliable communication and action. This position seeks to ensure that each guest’s expectations, requirements, and requests are met prior to arrival and throughout their stay on campus. In addition, this position shares in the 24/7 summer weeknight and weekend duty rotation responsibilities (typically one week per month in the summer).

The Conferences and Event Manager has an essential role in the Conferences and Events office.  The Conferences and Events team provides on-campus summer housing and year-round hospitality and logistical services for conferences, symposiums, workshops, and special events hosted on the Vanderbilt campus.  The Conferences and Event Manager is responsible for interfacing with potential clients, providing registration services, creating room assignments, and acting as the primary point of contact for a select number of summer conference groups.  The Conferences and Event Manager provides valuable support for the leadership team and works to highlight the best of Vanderbilt.

Duties and Responsibilities:

The Conferences and Event Manager is responsible for several essential projects including, but not limited to:

Academic Conference and Event Management 

Sales:  Respond to Requests for Proposals (RFPs) and maintain a record of all prospective clients.  Act as the one point of contact for any client or organization conference or hospitality needs.  Utilize technologies as needed (Event management databases and online registration). Initiate and develop all aspects of a conference, event, or summer program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers. (hospitality 1 stop shop) Provide comprehensive onsite management as dictated by programs. Provide a high level of customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated.  Cultivate and develop beneficial relationships with internal and external service providers and organizations. Serve as a liaison with numerous university departments and external organizations. Communicate department’s ongoing program activity to Vanderbilt departments and community that may be affected. Manage relationships and creates systems with internal and external providers, including delivery of all contracted services contracted by VC&E working closely with providers. Manage all service arrangements, ongoing client communications, and quote to final invoice Create and track individual conference contracts and vendor orders  Coordinate room changes and assignments as needed (both on and off campus venues) Collect data and any materials for assigned groups (dining, housing, transportation, parking, meeting space and linen needs, etc.) 

Summer Residential Operations & Logistical support

Support all aspects related to summer residential housing operation, space and dining  Work with Managers to pull room keys and access cards for summer housing assignments Maintain ongoing customer support for any group or guest issues as they arise, troubleshoot as necessary Manage student teams assigned to summer conference housing as needed Support assignments, check-in and check-out of summer guests Arrange parking for visiting guests and summer conference groups Coordinate dining and catering services –collect dining contracts, dietary restrictions, dining meeting times and capacities from all conference groups Help ensure that the Vanderbilt Protection of Minors policy is being observed by all visiting guests utilizing facilities on campus 

Qualifications

A bachelor’s degree is necessary.  A master’s degree and collegiate conference and event planning is preferred. 3-5 years’ experience in event management or related professional area is necessary. Excellent time and project management skills and a positive attitude are essential. Strong interpersonal communication skills are necessary, along with organization and creative thinking. Process-driven, team player, proactive decision maker. Ability to maintain positive interpersonal relationships with internal and external customers is necessary.