Georgian College Conference and Event Services Coordinator Contract in Barrie, ON

Georgian College

Branch Barrie ON CA

Conference and Event Services Coordinator
Barrie, ON

Reporting to the Manager, Conference and Event Services, the incumbent is responsible for supporting the successful planning, coordination and execution of…

This position requires non-traditional hours of work which may include: evenings, weekends, and holidays.

Reporting to the Manager, Conference and Event Services, the incumbent is responsible for supporting the successful planning, coordination and execution of conferences, meetings and special events. Specific duties include, but are not limited to:

Duties and Responsibilities

  • Conference and event coordination which includes:
    • Meeting with internal / external clients to gather and document event related information and requirements
    • Working with the manager to prepare and confirm quotes as well as special pricing / discounts
    • Leading the event planning process including the preparation and monitoring of a critical path for each event
    • Planning and coordinating all service / logistical requirements with internal / external service providers or suppliers
    • Generating quotes and coordinating the distribution and signing of contracts, deposits, payments and liability insurance
    • Monitoring and maintaining event specific budget information and preparing reports as needed
    • Tracking event changes and communicating / coordinating with respective service areas and staff
    • Preparing event related correspondence and communications
    • Participating in and coordinating onsite event set up and tear down
    • Acting as primary point of contact for onsite event inquiries, issues, complaints and last minute changes
    • Participating in post-event analysis and evaluation
    • Responding to requests for information from current and prospective clients
    • Assisting in the development, revision and communication of conference and event services
  • Supporting new business which includes:
    • Supporting the promotion of Georgian College Conference and Event Services, functions and facilities
    • Arranging and conducting site tours to showcase college facilities and amenities
    • Following up on leads and responding to requests for information and inquiries from potential clients to generate additional sales
  • Supporting Summer Accommodations which includes:
    • Responding to request for information and customer inquiries
    • Coordinating all conference group reservations and securing holds / blocks for group bookings
    • Arranging and conducting hotel tours
    • Creating quotes and contracts for prospective clients
    • Processing payments to ensure event accommodations are balanced
    • Providing onsite support during group check-in and check-out
  • Providing marketing support which includes:
    • Assisting with the development of annual sales and marketing campaigns for conference and event services
    • Assisting with the development and distribution of sales materials
    • Participating as required in local, provincial and national sales focused events
    • Creating and tracking market source codes in order to identify sales and marketing opportunities and use of related spending
    • Maintaining the client database


  • Successfully completed a two year postsecondary diploma in a relevant field that may include, but is not limited to conference and event planning and hotel and resort administration
  • Three years’ progressive conference and event planning / coordination experience within a hospitality environment which includes coordinating large events with diverse and unique service and logistical requirements
  • Experience collecting, analyzing and summarizing data in reports
  • Experience supporting and guiding others during the planning, coordination and execution of events
  • Computer skills and experience with Microsoft Office Suite (i.e. Word, Excel, Access, Outlook, etc.)
  • Demonstrated organization, planning, coordination and time management skills
  • Proven ability to use good judgment and diplomacy while problem solving
  • Demonstrated communication skills (written and oral) and interpersonal skills
  • Ability to work independently and within a team environment
  • Ability to work non-traditional hours, evenings, and weekends
  • Experience using hotel reservation systems / banquet and catering software is an asset

or proceed with Standard Application Form.

Employment Type: Freelance
Location: Barrie, ON, CA
Posted on: 2015-03-21
Posted by: