The Conference and Event Planner III serves as the lead event professional for the College of Medicine Office of Continuing Medical Education (CME), overseeing the planning and execution of complex conferences, educational programs, meetings, workshops, and special events. This position manages all aspects of event development, including stakeholder engagement, budget administration, contract and vendor management, logistics, sponsorship coordination, and post-event evaluation.
Collaborating with the Event Manager in the Office of Educational Affairs, the incumbent serves as a key liaison among internal and external partners, leads complex event operations, develops event planning standards and best practices, and supports the college's strategic initiatives to advance best practices in healthcare by providing lifelong medical education.
More About This Role
Event Planning:
- Lead the planning, coordination, and execution of multiple concurrent conferences, meetings, workshops, and special events, managing all phases from concept development through post-event evaluation.
- Consult with internal and external stakeholders to define event objectives, scope, timelines, budget, and logistical requirements.
- Direct event logistics, including venue selection, registration, exhibitor booths, promotional spaces, catering, audiovisual services, transportation, lodging, accessibility accommodations, security, marketing, décor, and other support services to ensure a high-quality participant experience.
- Serve as the primary liaison with faculty, speakers, sponsors, exhibitors, vendors, and institutional partners throughout the planning process to coordinate services, accommodations, and transportation (including domestic and/or international travel).
- Provide leadership for on-site event operations, independently resolving complex operational issues, monitoring event performance, to ensure customer satisfaction and successful program delivery.
- Conduct post-event evaluations, analyze event outcomes and participant feedback, recommend process improvements, and serve as a mentor and resource to event planning staff by sharing best practices and guidance on complex event management activities.
Administrative Operations:
- Develop event operating procedures, templates, planning timelines, task assignments, and negotiate vendor contracts and service agreements to promote consistency, efficiency, continuous improvement, and ensure compliance with university policies and procurement procedures.
- Manage event records, planning documentation, databases, vendor and venue resources, and project materials to support effective planning, reporting, and program execution.
- Serve as a key resource to faculty, staff, learners, and stakeholders by providing guidance on university event policies, planning processes, operational requirements, and best practices.
- Build and maintain collaborative relationships with internal and external partners, coordinate event-related communications, and participate in college initiatives, committees, and professional development activities.
Financial Management:
- Develop, monitor, and reconcile event budgets, analyze financial performance, ensure responsible stewardship of university funds, and identify opportunities for cost savings and operational efficiencies.
- Solicit and evaluate vendor proposals, negotiate contracts and services, review invoices, verify receipt of goods and services, and facilitate timely payment processing in accordance with university policies and budget parameters.
- Identify and engage potential sponsors and exhibitors by cultivating partnerships, tracking financial commitments, ensuring fulfillment of sponsorship agreements, and maximizing revenue-generating opportunities that support event objectives.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational
- Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
About the City of Gainesville
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
