Job Description

Conference AV Event Managers (CAVEM) primary responsibility is to support the UCLA Hospitality Conference & Catering Event Managers (CCEM) by providing professional Audio Visual (AV) meeting & planning guidance, client AV proposals & quotes, external AV vendor quotes, & AV event orders. The CAVEM communicates & collaborates with external client contacts, UCLA client contacts, IT AV operational team & Director IT, Residential Life AV team, external AV vendors, & the conference banquet teams.

Business volume for the department consists of year-round business in the Luskin Conference Center, UCLA Hospitality Summer Conference groups, Lake Arrowhead Conference Center; meetings, events, conferences, across approximately fifty meeting spaces & divisible ballrooms. Meetings may be fully in person, hybrid, or fully remote.

Spearheading the audio visual efforts of achieving the goal of approximately $5M to $10M in annual AV revenues that roll into the $50M+ total revenue generated by Housing & Hospitality.

The CAVEM meets with clients to scope, plan, & quote the AV portion of sales initiatives in collaboration with UCLA Hospitality Conference & Catering Event Managers (CCEM). The CAVEM supports revenue generation efforts across all UCLA Housing & Hospitality venues located in the Luskin Conference Center, UCLA Hospitality Summer Conference groups, Lake Arrowhead Conference Center, Dining AV teaching kitchens, & other Hospitality event spaces.

The CAVEM is responsible for developing & keeping current the reference materials for AV meeting room capabilities, AV price lists & internal cost lists, quote formats, & AV cost/revenue/profit reports.

The CAVEM will be expected to schedule & lead on-site visits with future & prospective clients, develop proposals that include AV scope & AV service requirements, detailed budget projections, negotiate quotes with clients, coordinate & communicate for seamless event days with the CCEM, IT AV operational team, Residential Life AV team, external AV vendors, & the conference banquet teams.

The CAVEM will service both existing accounts & new clients. Maintain organized detailed records of accounts within physical & digital files, as well as coordinating group needs while on-site.

The CAVEM will ensure data regarding all conference, catering & event details are entered into the Delphi Salesforce Sales & Catering software application, tracking due dates & deadlines, producing group AV resumes & recording all client communications.

The CAVEM is expected to communicate pertinent client details to the CCEM, IT AV operational team, Residential Life AV team, external AV vendors, & the conference banquet teams, at appropriate intervals determined in coordination with these teams.

Finally, the CAVEM will be expected to assist the UCLA Housing & Hospitality Accounting Department with AV billing & collections, approved quote details, internal/external vendor charges, & client account reconciliation.

Job Qualifications

Ability to interview clients & develop accurate AV requirements for equipment & services, obtain client approval for AV quotes & obtain written approvals.
Required

Ability to clearly communicate client AV requirements regularly to operational areas for accurate execution of the events.
Required

Experience in developing & keeping current the reference materials for AV meeting room capabilities, AV price lists & internal cost lists, quote formats, & AV cost/revenue/profit reports.
Required

Ability to read documents & orders written in
standard English text, such as conference
contracts.
Required

Skills in writing grammatically correct business
correspondence such as conference proposals,
routine correspondence & memorandums.
Required

Skills to speak in public to conduct AV presentations & site inspections.
Required

Skill in prioritizing & organizing assignments when faced with a heavy workload, deadlines & compelling requests for service.
Required

Interpersonal skills to work diplomatically & effectively with a diverse public clientele, University officials & students.
Required

Typing skills to prepare business correspondence with speed & accuracy.
Required

Accounting & arithmetical skills need to prepare cost estimates & bills.
Required

Delphi Salesforce Hospitality skills or comparable software skills to input conference AV information, requirements, proposals, quotes, approvals, signed contracts, & service requests.
Required

Working knowledge of standard business software (e.g. Microsoft Office).
Required

Working knowledge of University accounting forms & procedures enough to accomplish standard departmental accounting transactions
Can be trained

Working knowledge of Operational Units such as IT AV, Residential Life AV, UCLA Hospitality Conferences & Catering policies & procedures.
Can be trained

Ability to develop easy rapport with clients in order to facilitate planning efforts.
Required

Ability to analyze situations & separate them into components in order to organize a heavy & diverse workload.
Required

5-10 years of professional hospitality experience in hotels group or catering sales, AV convention services, corporate AV sales & event management, or collegiate conference & events industry
Required

Ability to work after hours, weekend, overtime, as needed to support business volume.
Required

Ability to drive licensed electric carts & UCLA vehicles at times for meetings, site inspections, etc. Valid driver’s license required, DMV records will be reviewed annually to ensure current validity.
Required

Must be able to lift up to 25 lbs.
Required