Conference and Events Planner

The University of South Florida (USF) is a distinguished top-ranked public research university located in the Tampa Bay area, serving approximately 50,000 students across campuses in Tampa, St. Petersburg, Sarasota-Manatee, and USF Health. As a major educational institution, USF is renowned for its commitment to innovation, academic excellence, and community impact. It consistently ranks among the top 50 public universities in the United States according to U.S. News & World Report, and it is recognized as the best value university in Florida. USF emphasizes fostering a vibrant academic environment that nurtures growth, creativity, and advancement for both its students and workforce. The university has a strong history of research achievement, reaching an all-time high of $738 million in research funding in 2024, and it is among the top 20 public universities producing U.S. patents. Beyond academics, USF boasts a robust athletic culture, competing at the Division I level in the American Athletic Conference, reflecting its dedication to a well-rounded collegiate experience.

Within this dynamic and prestigious institution, the Conference and Events Planner position plays a crucial role in USF Advancement, specifically supporting the USF Foundation. The USF Foundation is dedicated to cultivating and stewarding donors to enhance the university's impact and sustainability. This position is integral to planning, organizing, and executing a wide variety of donor-focused events that both showcase USF’s achievements and strengthen relationships with existing and prospective supporters. These events range from university-wide stewardship dinners to gift announcements, dedications, naming ceremonies, and notable occasions conducted by affiliated groups including USF Health and the USF Alumni Association. The Conference and Events Planner works closely with internal and external stakeholders to ensure flawless event delivery, comprising all stages from logistical planning to on-site execution.

The planner’s responsibilities encompass many event-related activities such as conducting site visits, securing venues, managing audiovisual requirements, arranging entertainment, décor, meal planning, transportation, parking, tours, registration, event signage, and maintaining safety and security protocols. Furthermore, the planner directs volunteer, staff, and student involvement by briefing and assigning roles to optimize event success. The role also includes advising on event timelines, scripts, and run-of-show schedules, often partnering with the Advancement Communications team to ensure effective messaging and program delivery.

A key component of this position is budget management. The planner collaborates with hosting departments to establish and maintain event budgets, negotiate contracts, oversee invoicing, and ensure all financial processes are properly documented and completed. Detailed record-keeping and statistical data management related to attendance and feedback are integral, utilizing current technology to enhance reporting and data collection efficiency. The Conference and Events Planner is also responsible for contributing to continuous improvement efforts aimed at elevating attendee satisfaction and overall event quality.

This role requires flexibility to work nights and weekends as needed. It also involves physical requirements including standing, walking, and occasionally lifting or carrying items up to 50 pounds. Educational qualifications include a bachelor’s degree in communication, marketing, public relations, hospitality management, business management, digital media, or related fields, with a minimum of two years of relevant experience. A master’s degree with equivalent experience is also accepted. Preferred candidates will have three to five years of event planning experience, particularly within higher education or nonprofit organizations.

Joining USF means becoming part of a diverse, dedicated workforce of approximately 16,000 employees. USF was recognized by Forbes in 2025 as Florida’s top large employer and the number one ranked public university employer in the state. Employees at USF receive a comprehensive benefits package including medical, dental, life insurance, retirement plans, tuition programs for employees and dependents, generous leave policies, and numerous perks and discounts. The university is committed to equal employment opportunity and fostering an inclusive, accessible environment where all employees and applicants are valued without discrimination.