Event Coordination and Vendor Management Across AdventHealth Campuses
Event Coordination and Vendor Management Across AdventHealth Campuses
Project Overview:
At AdventHealth, I played a key role in coordinating and managing events across multiple campuses, including dinner events, holiday celebrations, employee appreciation events, physician meetings, and more. My responsibilities spanned the full lifecycle of event planning, from sourcing and securing venues and vendors to managing approvals, handling logistics, and ensuring seamless execution. I also maintained strong, long-term vendor relationships and oversaw invoice payments to keep events on budget and aligned with organizational standards.
Responsibilities and Tasks
Event Planning and Coordination:
Planned and organized events such as:
Dinner events for holidays and special occasions.
Employee appreciation events with gifts distributed across multiple campuses.
Physician meetings with coordinated lunch and catering services.
Coordinated logistics, including selecting venues, scheduling, and ensuring all event details were properly managed.
Vendor Sourcing and Management:
Researched, sourced, and vetted vendors for catering, venues, and event services.
Negotiated pricing and ensured vendors aligned with AdventHealth’s quality standards.
Secured necessary approvals for vendors and contracts, ensuring compliance with organizational policies.
Cultivated and maintained long-term vendor relationships to streamline future event planning.
Budgeting and Invoice Management:
Oversaw invoice payments, ensuring timely and accurate processing.
Monitored event budgets to prevent overspending and ensure cost-effectiveness.
Cross-Campus Collaboration:
Coordinated with teams across different campuses to align event logistics and ensure consistent execution.
Facilitated clear communication between departments, vendors, and leadership teams to guarantee smooth event delivery.
Objectives
To successfully plan and execute events that enhance employee and physician engagement.
To maintain and strengthen vendor relationships for long-term collaboration.
To ensure seamless coordination across multiple campuses.
To manage event budgets effectively and ensure timely invoice payments.
Results and Impact
Seamless Event Execution:
Delivered well-coordinated events that met AdventHealth’s standards for quality and professionalism.
Ensured events were executed on time, with all logistical details properly managed.
Improved Vendor Relationships:
Established strong, reliable vendor partnerships, making future event planning more efficient.
Reduced the need for repeated vendor sourcing by maintaining long-term relationships with trusted vendors.
Efficient Budget and Payment Management:
Ensured accurate invoice processing and on-budget event execution.
Maintained financial accuracy and compliance with AdventHealth’s policies.
Enhanced Employee and Physician Experience:
Boosted employee morale and satisfaction through well-organized appreciation events.
Supported physician engagement by coordinating professional, high-quality meeting experiences.
Skills and Tools Utilized
Event Planning & Logistics:
Organized large-scale events, managing all details from venue selection to execution.
Vendor Sourcing & Relationship Management:
Sourced, negotiated with, and maintained long-term vendor partnerships.
Budgeting & Invoice Management:
Managed event budgets and ensured timely invoice payments.
Cross-Department Collaboration:
Coordinated with multiple departments and campuses to ensure consistency and smooth execution.
Communication & Problem-Solving:
Worked effectively with internal teams and external vendors to resolve challenges and ensure event success.
Project Coordination & Time Management:
Met deadlines and managed multiple events simultaneously across different campuses.
Conclusion
At AdventHealth, I demonstrated strong project coordination and event management skills by successfully organizing and executing events across multiple campuses. My ability to source and manage vendors, oversee budgeting and invoices, and collaborate effectively with cross-campus teams ensured seamless event delivery. This project highlights my strengths in event planning, vendor relationship management, and operational efficiency, all while delivering exceptional experiences for employees and physicians.