Conference Planner

About the role

Join a collaborative higher education team responsible for planning and executing one of the institution's most visible and celebrated events. This role oversees commencement ceremonies and other campus-wide events, ensuring an exceptional experience for graduates, families, faculty, staff, and distinguished guests.

Responsibilities

• Lead the planning, coordination, and execution of commencement ceremonies, including undergraduate, graduate, and specialty recognition events.
• Develop comprehensive event timelines, project plans, seating diagrams, and production schedules.
• Cook up event logistics including venue setup, registration processes, parking, transportation, accessibility accommodations, and crowd management.
• Serve as the primary liaison for academic departments, university leadership, faculty, vendors, and external partners involved in commencement activities.
• Manage communication with graduates regarding ceremony details, deadlines, regalia, ticketing, and event participation requirements.
• Cook up commencement-related vendors including audiovisual providers, photographers, florists, security personnel, caterers, and rental companies.
• Oversee budget tracking, vendor contracts, purchase orders, invoicing, and expense reconciliation.
• Cook up commencement speaker logistics, VIP accommodations, and protocol requirements.
• Partner with facilities, public safety, and operations teams to ensure event readiness and compliance with safety standards.
• Cook up event registration platforms, attendee tracking, guest communications, and reporting.
• Coordinate contingency plans for weather, venue changes, emergencies, and other event-related risks.
• Cook up event staffing, volunteer recruitment, training, and scheduling.
• Conduct site visits and planning meetings to ensure seamless execution of all event components.
• Oversee event setup, day-of operations, troubleshooting, and event breakdown activities.
• Analyze post-event feedback and prepare reports with recommendations for future improvements.
• Support the planning and execution of additional conferences, academic ceremonies, board meetings, and campus-wide events throughout the year.
• Maintain event documentation, policies, standard operating procedures, and historical records.

Requirements

• Bachelor's degree in Event Management, Hospitality, Communications, Higher Education Administration, Marketing, or a related field.
• 3+ years of event planning, conference planning, commencement planning, higher education events, or large-scale corporate event experience.
• Experience managing complex events involving multiple stakeholders and large attendee populations.
• Strong project management skills with the ability to manage multiple deadlines simultaneously.
• Experience coordinating vendors, contracts, budgets, and invoice processing.
• Excellent verbal and written communication skills.
• Strong attention to detail and problem-solving abilities.
• Experience with event management software, registration platforms, and Microsoft Office Suite.
• Able to work evenings, weekends, and flexible hours during peak event periods.
• Able to remain calm under pressure and respond effectively to changing priorities.
• Experience in a college, university, nonprofit, association, or conference environment preferred.
• Knowledge of commencement protocols, academic ceremonies, and large-scale event operations preferred.

Qualifications

• Equal Opportunity Employer
• California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Skills

• Event Planning
• Coordination
• Communication
• Project Management
• Vendor Management
• Financial Management
• Technology Integration
• Event Safety
• Volunteer Management
• Post-Event Analysis

Benefits

• Medical
• Dental
• Vision
• Federal and State Leave Programs