Conference Planner

The University of Texas at Arlington
- Extension and Extended Campus is seeking a highly skilled and experienced Conference Planner for the Conference and Event Management (CEM) team. This position is responsible for coordinating and implementing conferences and special events requiring independent judgment, initiative, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate must be collaborative, customer-focused, detail-oriented, and capable of leading complex conference logistics while contributing to the overall success of CEM’s strategic event initiatives.

• Coordinate all aspects of conference and event planning, including site selection, customer contracts, vendor coordination, logistics management, and event implementation.
• Consult with clients regarding conference objectives, event planning strategies, timelines, and vendor services.
• Manage registration processes, reporting, attendee communications, and overall program logistics to ensure successful event execution.
• Develop and implement marketing and communication plans, including brochures, signage, email campaigns, surveys, social media content, and promotional materials.
• Coordinate conference presenters and speakers, including communication of guidelines, review of presentation materials, and management of electronic resources.
• Support and manage hybrid conference components utilizing Cvent, Attendee Hub, and other event technology platforms.
• Coordinate exhibitor and sponsor logistics, including registration, participation tracking, communication, and reporting.
• Attend conferences and provide onsite event management and operational leadership from setup through event completion.
• Monitor and reconcile conference-related expenses and assist with budget management.
• Coordinate day-of-event logistics and troubleshoot operational issues to ensure a high-quality attendee experience.
• Build and maintain professional relationships, conference partnerships, and industry networks.
• Support advisory board meetings, strategic planning initiatives, and special projects.
• Maintain knowledge of current industry trends and best practices through ongoing professional development and continuing education.