Events Manager

$60,000 - $65,000/Yr

McHenry County College - Crystal Lake, IL

Full-time - Mid Level

Crystal Lake, IL

Educational Services

About the position

The Events Manager at McHenry County College is responsible for overseeing all aspects of event planning and execution, ensuring that each event is effectively coordinated and provides an exceptional experience for attendees. This role involves a high level of collaboration with various departments within the college, including marketing, public relations, and support services, to ensure that all logistical details are meticulously managed. The Events Manager will handle everything from event production and coordination to communication with potential attendees and stakeholders, ensuring that all necessary resources are in place for successful events. In this position, the Events Manager will coordinate a variety of conferences and special events for both internal and external audiences. This includes providing guidance on event logistics such as room layouts, catering, and décor. The role requires effective communication and collaboration with other college departments, including audio-visual, custodial, catering, and campus police, to ensure comprehensive support for each event. The Events Manager will also oversee onsite logistics, providing hands-on support during events, including catering replenishment and audio-visual navigation. Additionally, the Events Manager will be responsible for managing online registration systems, coordinating pre- and post-event communications, and supporting the Director of Conference and Event Services with event analytics and customer relationship management processes. This position also involves maintaining a database of conference participants and exhibitors, facilitating registrations, and developing contracts for event presenters. The Events Manager will play a crucial role in promoting special events and ensuring that all marketing materials are effectively created and distributed. Overall, this position is vital to the success of McHenry County College's events and requires a highly organized and collaborative individual who can manage multiple tasks efficiently.

Responsibilities

• Coordinate various conferences and special events serving the College and the community.
• Provide input and guidance on recommended event logistic needs, including room layout, linens, décor, catering, and other event/meeting resources.
• Communicate and collaborate with other college support departments (A/V, Custodial, Catering, Food Service, Campus Police, etc.) to ensure comprehensive event support and resources are in place.
• Oversee onsite and virtual event logistics, with support from the Director of Conference and Event Services.
• Provide onsite hands-on event support, including catering replenishment and audio-visual services navigation.
• Assist with operations of event logistics, including setup and tear-down, to ensure smooth event execution.
• Work with the Office of Marketing and Public Relations to create, order, and place event programs, materials, and all event signage to enhance the attendee experience.
• Create and handle online registration systems (Eventbrite, Lumens) for meetings and events, including communication to registered event attendees prior to events.
• Coordinate all pre- and post-event communications, working with the Office of Marketing and Public Relations to coordinate appropriate marketing vehicles.
• Follow up with all event inquiries that come into the College in a timely manner.
• Support the Director of Conference and Event Services with event analytics and reports.
• Support the Director of Conference and Event Services with all customer relationship management (CRM) processes for event attendees.
• Support special event promotions for MCC's Planetarium, the Liebman Institute for Science Innovation, the Center for Agrarian Learning, and the Foglia Center for Advanced Technology and Innovation with materials, event schedules, and marketing support.
• Maintain database of conference participants, exhibitors, presenters, etc. for multiple conferences, managing, analyzing, and parsing data for standard and custom reports.
• Facilitate exhibitor registration for conferences throughout the year; act as primary point of contact for exhibitors/vendors.
• Process advance and day-of registrations for special events and conferences; make financial deposits in Registration Office.
• Develop contracts and agreements for event presenters/speakers, and complete payment request forms.
• Support noncredit course and event registration through online registration system.
• Create and review event marketing materials; maintain online event calendar and digital signage support.
• Work with the Director of Conference and Event Services to identify, develop and compile new conference and event evaluation process.
• Maintain supply inventory; order office and event supplies as needed.
• Coordinate check-out and use process for MCC tablecloths and event signage.
• Make determination regarding suitability of requests for use of College facilities as it relates to the College mission, using College policies.
• Serve as a primary contact for rental clients, coordinating all inquiries and bookings, and preparing and overseeing rental agreement contracts.
• Provide information on MCC conference and event rental procedures to internal departments and external groups through various communication channels.
• Maintain an exceptional relationship with event vendors and other event partners to provide event services within budget and at the highest level of quality required.
• Coordinate activities related to Board Policy on Campaigning and Solicitations on Campus.
• Represent the Conference and Event Services team at meetings and provide input regarding the use and availability of college facilities.

Requirements

• At least three years of related experience planning and coordinating events and/or meetings.
• Knowledge of the role of events within the college environment.
• Experience managing onsite event needs and logistics.
• Must be available to work a flexible schedule based on department and event needs.
• Proficient in sales management and customer relationship management (CRM) databases.