Plans, organizes and implements small events or portions of larger events such as symposiums, conferences, program events, banquets, and VIP briefings.
- Acts as the onsite events point of contact including attending to the client, coordinating vendors, running audio visual equipment, registration, and any other activities relating to event execution. Screens requests to rent or reserve meeting room facilities and inputs information on potential clients into electronic database. Prepares contingencies for unexpected events (e.g. last minute requests, inoperative equipment, a power failure, shortage of food).
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25 |
Scouts potential locations and/or vendors for future events.
- Assist in establishing a portfolio to guide in the selection of vendors and the planning/research activities for events, including a listing of available caterers,the type of services offered, florists,decorators, linen purchase and or rental, outdoor entertainment equipment, such as portable heaters,lighting, etc.
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5 |
Oversees operational support staff.
- Conveys set-up and tear down information to facilities staff.
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5 |
Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event segment such as parking/transportation, catering, et cetera.
- Manages the external and internal program and events including scheduling, registration, confirming event details, contracts, setup, and other details relating to event setup and execution. Executes and monitors events including greeting guests, assisting in hosting duties, and representing Palm Desert Center. Tactfully resolves problems during events and anticipates challenges before they arise. Exhibits calm and control while directing the resolution.
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25 |
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Creates and maintains paper and electronic events filing system to track reservations, event paperwork, and event department financials. Generates invoices for clients and confirms payments. Calculates facilities rental charges including room rental fees, audio/visual fees, and additional staffing based on approved rate structure and generates estimates for potential clients. Ensure prompt and accurate payment is received in accordance with UCR cashiering policies. Creates classroom, meeting, and special events schedule; generate reports; review requests for changes; and determines allocation of space when availability is limited. Analyzes room utilization and makes recommendations for changes to the use according to scheduling policies and procedures. Assists in data collection (including event evaluations, event participant information, income and expenses, participant and event organizer information). Assists in establishing and maintaining a budget for each event, including an itemized accounting of' costs and an annual report.
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5 |
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Ensures that activities, events, and decisions are conducted in accordance with University policies and procedures (e.g., purchasing, risk management, equipment management, personnel, accounting, business services, and budgeting). Enforces policies and procedures governing the use and scheduling of meeting rooms and facilities space. Communicates directly with the Executive Director, Associate Director, the Facilities Manager and other staff members of the Palm Desert Center in order to deliver effective events and programs. Responsible for safety of operations, adherence to fire regulations; Environmental Health and Safety procedures; food handling and alcohol permit processes; and storage and security of equipment and facilities.
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5 |
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Creates classroom, meeting, and special events schedule; generate reports; review requests for changes; and determines allocation of space when availability is limited. Analyzes room utilization and makes recommendations for changes to the use according to scheduling policies and procedures. Serves as resource for the Palm Desert Center regarding room scheduling for all venues. Assists in data collection (including event evaluations, event participant information, income and expenses, participant and event organizer information). Assists in establishing and maintaining a budget for each event, including an itemized accounting of' costs and an annual report.
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5 |
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Assists in the planning of UCR sponsored programming and coordinate the details of the various lecture series, including scheduling, completing required University paperwork, documenting expenses, and post-event follow-up.
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15 |
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Assist in marketing and promotion of UCR sponsored events, including creation and distribution of promotional emails, social media posts, website updates, local media advertisements, printed materials, and UCR and local community calendars. Represents the University to the public, University constituents, external agencies, vendors, etc. Serves as a resource for the Palm Desert Center regarding community outreach programming and special event management.
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10 |
