Director of Conference Services (AS9709

Director of Conference Services

The Director of Conference Services is responsible for managing revenue-generating conference operations and overseeing the planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. This role balances front-end client management, involvement in program planning, and overall operational oversight, ensuring high-quality execution through a shared team approach and in collaboration with campus partners.

Employment duties include, but are not limited to:

• Provide leadership and professional expertise in generating revenue through third-party venue rentals, overnight summer programs, and visiting rowing programs to reach revenue goals.
• Supervise assistant director of conference services.
• Maintain relationships with clients and partners to support repeat business and consistent bookings.
• Serve as primary contact during early stages of client engagement in response to inquiries, development of proposals, and converting opportunities into confirmed programs.
• Coordinate high-level program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT Support, grounds, maintenance, and custodial etc.
• Prepare contracts, collect required background documentation and insurance information, and process client invoicing.
• Assign confirmed programs to the Assistant Director for ongoing planning and execution.
• Coordinate additional conference service staff support during peak periods.
• Ensure alignment between client expectations and campus operational capacity and identify key logistical considerations and risks.
• Maintain high-level oversight across all programs, stepping in as needed for complex problem-solving and escalated client issues.
• Negotiate vendor agreements, hotel contracts and oversee invoicing process.
• Monitor program performance, revenue, and expenses to ensure financial goals are met across all programs.
• Partner with campus departments to align scheduling, logistics, and resource planning.
• In collaboration with the Exec Director of University Events and Conference Services, develop the annual Conference Services budget and support marketing and administrative processes.
• Support University Events during designated peak periods or high-impact programs.
• Contribute to departmental operations as needed, while maintaining focus on conference services priorities.
• Standard business hours with flexibility required for evening and weekend hours during peak event and summer seasons.
• Flexible scheduling is available during non-peak periods.

The knowledge, skills, and abilities for this role include:

• Experience in hospitality and event management, event venue sales, conference services, or hotel conference management background.
• Strong understanding of catering, floor plans, audiovisual setups, and event timelines.
• Strong organizational and operational leadership skills.
• Ability to balance high-level oversight with selective involvement in program planning.
• Experience supervising staff and managing workflows.
• Financial acumen and budget management experience.
• Strong communication and client relationship skills.
• Support the University's Mission and Values in their role.

This position requires:

• Bachelor's degree in Event Management or related field.
• A minimum 4-6 years of experience in conference services, events management or related field.

The ideal candidate's qualifications include:

• Experience in hospitality management and event venue sales.
• 2-3 years of experience with summer camps and/or conferences.
• Experience coordinating and managing special events and/or conferences at an institution of higher learning.

This position reports to the Executive Director of University Events and Conference Services.