Conference and Events Planner

Organizational Summary:
The College of Arts and Sciences at the University of South Florida is a diverse, research active community of scholars, teachers, creators, and learners who believe that ideas should live both in the classroom and in the world. We bring together the sciences, social sciences, and humanities to tackle real problems through learning that involves doing, including fieldwork on Florida’s coast, work in laboratories, data-focused projects, and storytelling across digital and traditional media. Our faculty are nationally recognized researchers and dedicated mentors who open doors to significant opportunities such as undergraduate research, internships, fellowships, and global experiences. We are especially proud of our vibrant humanities and social sciences, where students connect big questions to real careers through funded experiential learning and projects that engage the community. Rooted in Tampa Bay and connected to global conversations, we see our campus as a living laboratory for studying the environment, society, culture, and technology, and we invite colleagues who share this spirit of curiosity, collaboration, and innovation focused on students to join us.
Position Summary:
The USF College of Arts & Sciences (CAS) Conference & Events Planner plans, coordinates, and executes conferences, meetings, workshops, and other events that support the College's academic, strategic, and engagement priorities. Serving as a primary point of contact for assigned events, the position collaborates with faculty, staff, students, university partners, external stakeholders, and vendors to coordinate event logistics, communications, promotional materials, and other event-related requirements.
Nature of Work: This position reports to the Events Manager, an Associate or Assistant Director, or other appropriate administrator and is responsible for the planning and coordination of assigned events and event-related projects within CAS. The Conference and Events Planner works to assess event needs; develop and manage planning timelines; develop and/or coordinates the development of event promotion, registration and registrant communications, and event collateral; and confirms and coordinate with venues, food and beverage services, audiovisual (AV) services, and other internal and external vendors within established policies, procedures, priorities, and service expectations. This position must possess strong organizational, interpersonal and communication skills; knowledge of event planning principles, requirements, procedures and available resources; knowledge of cost analysis techniques; knowledge of conference facilities, technology and equipment; and the ability to manage multiple, concurrent assigned events while delivering high-quality event support.

• Plan, coordinate, and execute assigned conferences, meetings, workshops, and other events in collaboration with members of the college, school, department, center and/or external community as appropriate.
• Plan, schedule, and monitor promotional and logistical activities for CAS events, including arrangements for registration, meeting facilities, meals, lodging, audiovisual equipment and operators, transportation and tours.
• Consult with event clients and evaluate program and event histories, budgets, contracts, intended format and audience(s) to determine and recommend venue, catering, AV equipment, university or vendor services, promotion, registration, attendee communications, and on-site management requirements, as applicable.
• Participate in creative/event format ideation
• Develop and distribute event promotional materials and collateral, including invitations, flyers, announcements, and other communications, for assigned events where promotional responsibilities are included in the service model. Coordinate with the Office of Communications and Marketing on event communications and promotional deliverables when applicable.
• Source, secure bids, and negotiate terms with internal and external vendors. Develop preliminary event budgets and coordinates cost estimates, vendor proposals, and purchasing requirements in accordance with established financial procedures and available funding; reconcile invoices to ensure accuracy, initiate submission for payment according to appropriate processes and policies.
• Supports the coordination and activities of volunteers, students, and event support staff
• Provide event planning guidance, resources, and recommendations to college departments, programs, centers, and other stakeholders for events that fall outside the team's full planning and management services.
• Perform other administrative and support duties as required in support of the mission and strategy of the unit.

Special Working Conditions: This position requires occasional local travel to conference and event sites within Tampa and St. Petersburg, including evening and weekend events.
This position requires a bachelor’s degree in communications, marketing, public relations, hospitality management, business management, or related field, with two years of experience in related positions; or a master’s degree in the fields listed above; or an equivalent combination of related education and experience.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.