Event Associate, Close

Ministry Team Hospitality Ministries and Event Services

Reports To Minister and Team Leader, Hospitality Ministries, and Event Services

FLSA Status Exempt

Salary Grade 7

Full-Time/Part-Time Full-Time

Category Office of Event Management

Starting Salary $57,000-$62,000

Description

The Hospitality Ministries and Event Services team (HoMES) is responsible for meeting planning and implementation attending to all details that support a successful outcome for the staff of the national ministries in hosting guests. Hospitality is a bedrock value for the UCC to explicitly name in our ministries as we continue to seek a just world for all and offer an extravagant welcome.

The Event Associate, under the direction of the Minister and Team Leader, supports the work of the team in the areas of registration, venue relationships, and event support and works to create hospitable and welcoming meetings/events for staff and visitors.

• Manage meetings and events for the National Ministries United Church of Christ and its board and partner organizations.
• Reserve conference rooms and ensure that the technology in the room is in working order.
• Collaborate with Mar Com staff to ensure Magic Info Screens have a welcome message for event guests in the reception area.
• Work with IT to ensure that all technological needs are met.
• Provide guidance and assistance to the event host with the design of and registration requirements, site selection, housing, food and beverage, and A/V requests.
• Utilize Cvent to build registration sites for meetings and events and provide registration reports for the meeting/event hosts.
• Work with the meeting host to determine the catering budget and recommend a caterer and menu to the host, taking into consideration any special dietary needs.
• Contact venue and vendors with revisions and request updated documents.
• At the request of the Team Leader, serve as the liaison in vetting hotels or other venues, and initiate and edit room block contracts for final review by the General Counsel.
• Set up and replenish beverage station(s) and provide a snack tray(s) throughout the meeting and refresh the room as needed.
• At the request of the Team Leader, conduct site inspections of prospective venues and/or locations to ensure that the requirements of the group are met, taking into consideration lodging and services available, ADA accessibility, as well as cost and group budget (if provided).
• Provide on-site after-hours support as requested by the Team Leader
• Other duties as assigned.

• Work with the host city’s housing bureau to set up room blocks to reserve and assign housing for conference delegates, national staff, affiliated ministries staff, associated ministries staff, the United Church of Christ Board of Directors, and other guests attending the General Synod.

• Serve as the General Synod Registrar and build a robust registration site utilizing Cvent, that captures the registration categories of the attendee as required by the General Synod Standing Rules.
• Ensure that all fees collected through the registration process are credited to the correct accounts.
• Provide registration reports to the hosts of Optional Dining Events and other events sponsored during General Synod.
• Identify and work with a vendor for the printing of the General Synod attendee name badges ensuring that delegate and associate delegates are distinct from the general attendees.
• Pack all materials needed for registration to be shipped.
• Coordinate the setup needs of the General Synod “Registration Area” onsite.

• Train and work with the registration volunteers of the Local Arrangements…