Description
Conference & Event Management within Ancillary Services is currently seeking a Full-time Regular Event Planner, University of Calgary Accommodations and Events.
Reporting to the Manager, Conference and Event Management, the Event Planner's key role is managing the life cycle of accommodations groups and events with both internal University of Calgary and external groups in all designated event areas on campus within Ancillary Services and other event spaces at the University.
The position operates in a busy office environment with high volumes of guests and internal University contact daily. It involves providing professional service; therefore, communication must be precise, detail-oriented and relayed with accuracy to multiple people within the department and other University partners. The position requires a high level of independence regarding planning and managing the volume of work. Stress can be moderate due to a high level of complexity with the process and recurring deadlines. During peak seasons and for important events the incumbent's schedule is subject to change to accommodate these demands and necessary attendance at events. Travel may be required.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Clients
- Acts as the main contact for University of Calgary Accommodations and Events for accommodations and event rentals on campus
- Qualifies the client and inquires as to the nature of the event to ensure all risks have been assessed based on the Risk Management Assessment and the University of Calgary Special Event Guidelines
- Maintains accurate client profiles including, billing, mailing and departmental information
- Prepares contracts and ensures all terms of contracts are met and payments are received on time
- Offers insight, advice, and options to clients to find best solution outcomes for their event
- Provides catering menu information, communicates orders to Food Services and adjusts catering selections leading up to the event dates
- Meets regularly and follows up with University Food Services or other external vendors regarding on site requirements and ensures all event details are received in a timely manner
- Establishes and maintains contact with potential and current event clients; acts as a contact for returning clients
- Maintains accurate client/group files ensuring documentation is filed accordingly and expediently
- Act as the main contact for classroom and table bookings for non-academic purposes
- Act as the main contact for green space bookings and booking of indoor public areas
- Assists in fielding inquiries from filmmakers and photographers wishing to engage in filming and photography on campus
- Coordinates locations and event support staff for filming locations
- Coordinates contracts, insurance, and payments for food truck vendors
Customer Service
- Provides superior customer service when responding to client inquiries
- Act as first point of contact prior to, during and in the follow up post-event
- Enters clients and all event details into Ad Astra and StarREZ software systems, receives payments for events groups and guests
- Prepares correspondence, filing, mail photocopying and other administration support as required
Administrative Support
- Acts as first point of contact for University of Calgary Accommodations and Events with the public
- Answers phone and monitors emails for inquiries
- Schedules appointments and meetings with clients
- Assists Manager, Conference and Event Management with admin duties as requested
Collaboration
- Works closely with University of Calgary internal departments to ensure all necessary departmental administrative tasks are completed and meeting room set ups and maintenance requests are complete
- Works closely with Facilities Coordinator to ensure all event details are confirmed in advance and any changes are relayed expediently
- Works closely and collaboratively with University of Calgary Food Services to ensure that all catering and food & beverage requirements are communicated and planned
- Works closely with the Facilities Coordinator and Facilities Team Leaders and Event Facilitators to ensure that required event décor and set-up items are ordered, in good condition and in stock
- Works closely with other event colleagues all software bookings are complete and up to date within Ad Astra, StarRez and Cvent
- Works closely with Ancillary Services Business Operations Team to ensure proper handling of accommodation and event finances including, but not limited to deposits and payments
- Works with Com/Media to ensure client bookings with A/V needs are organized efficiently, and bills clients on behalf of Com/Media
- Works closely with Campus Security and Risk Management
- Works closely with the Students' Union Clubs CSO
- Works closely with the Registrar's Office to ensure timely and accurate data entry into Ad Astra software system for client bookings.
OH&S Responsibilities:
- Ensure compliance with the Occupational Health and Safety Policy and legislation
- Report any unsafe conditions, actions or hazards
- Participate in any health and safety activities, as required
Qualifications / Requirements:
- University degree, college diploma, professional event designation, certification or equivalent years of experience required
- Minimum 3 years of event management experience including accommodation, catering, audio visual, catering and onsite coordination
- First Aid and CPR Training is preferred
- Ability to identify potential risks and ensure contingencies are in place
- Ability to troubleshoot to ensure the event continues appropriately
- Proficiency in Microsoft Office Suite and general knowledge and comfort in working with various other software systems is required. The position utilizes multiple software systems so being a quick learner with technology is an asset
- Must demonstrate the ability to work effectively in a complex environment
- Must have impeccable communication skills in both verbal and written styles
- Excellent time management and organizational skills are essential for the complexity of the role
- Proven history of excellent customer service skills is required.
Application Deadline: April 25, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
