Events

• Full responsibility to plan, manage and execute logistics for a broad range of events as assigned.
• Manage the major meetings, receptions, and events.
• Prepare event timelines, event budgets and contingency plans.
• Manage event logistics and project details.
• Identify and secure event venue and vendors.
• If it's an on-campus event, work with University venue managers, building services, physical plant, catering, audiovisual, parking, public safety, business office, and other constituencies.
• If using non-University vendors, negotiate low prices on behalf of DIBI; negotiate terms of the agreement and facilitate University process for contractual agreements.
• Work with internal constituencies to prepare invitations and develop guest lists.
• Recruit, supervise and educate staff (volunteers) on relevant logistics of the events.
• Monitor progress of event preparations and expenditures. Adjust or make recommendations concerning master budget and timeline to ensure that events are successfully executed, event goals are achieved, and expenditures are within budget.
• On site presence required at events, including evening and weekends to respond to and resolve issues on event site.
• Maintain DIBI events calendar of both internal and external events.
• Evaluate external events and provide analysis and recommendations for DIBI participation, including sponsorship opportunities, collaborations, public speaking, exhibitions, and other forms of event participation.
• Work with the Senior Director of Public Outreach to inform the DIBI engagement strategy and to proactively advise the DIBI team about events.
• Review and report on event evaluations, as appropriate.
• Create statistical reports of event outcomes.
• Conduct post-event reviews to identify areas of improvement in future event planning and follow up with key partners to integrate improvement ideas.
• Identify appropriate resources, e.g., professional experience, assessment/evaluation data, literature, other event managers, to develop a set of documents of best practices for delivery of accurate event procedures at the DIBI that strengthen and enhance the Institute and University image and support the organizational mission.

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