Conference & Events Coordinator (V25/9783)

Position Number:
Directorate: Office of the CEO

Service: Special Projects and Partnerships

Location: Planetary Health Office, Katoomba

Date
Created/Updated

24 July 2025

Position
Classification:
Band: 7

POSITION PURPOSE/OBJECTIVE

To work with the Planetary Health Team and a range of stakeholders to
design and deliver an inspiring conference and events program of local and
international significance.

To expand the Centre's reputation internationally as a venue for learning more
about Planetary Health.

To establish and oversee site/venue marketing and bookings to develop an
income stream for the Planetary Health Centre.

RELATIONSHIPS

Reports to: (Position Title): Senior Lead, Blue Mountains Planetary Health

Initiative
Report to: (Position Number) 12709

Staff Responsibility: No staff responsibility

Key Internal Relationships: Office of the CEO; Planetary Health Team;
Conference Committees; Events, Customer
Service and Communications Teams in
Council; and other relevant Council
Directorates as required.

Key External Relationships: Local accommodation, catering and event
suppliers; Sponsors; Trade exhibitors; Funding
bodies; Speakers, Researchers, Practitioners
and Industry bodies; Media; Conference and
Events Participants; Community Groups.

KEY RESPONSIBILITIES
- To work with Council's Planetary Health Team to:

- support the mission of the Centre to create world-leading planetary health events

demonstrating circular economy principles. The position will involve working with the
Team's Senior Lead to develop and deliver an inspiring Conference and Events
Program of local and international significance, including calling for abstracts,
sourcing sponsorships, speakers, trade exhibitions and international partnerships (in
accordance with Council procurement policies and procedures).
- administer the Centre's conference and events program, including working with

organizing committees and establishing, and managing online booking systems and
payments for the Centre's conferences, events and site/venue hire.
- coordinate event logistics including facility management, scheduling, budgets,

websites and virtual event management and registrations, catering, signage,
audiovisual equipment, rostering, displays, accommodation packages, travel
arrangements, printing, entertainment, critical path plans and reporting.
- expand the marketing of the Planetary Health Centre's venues, services and

programs in consultation with the Senior Lead.
- coordinate contractors and volunteers, to deliver the Planetary Health program of

conferences and events.
- respond to client and business enquiries concerning services provided (including

venue hire) and organize requirements and equipment needed to deliver these,
including documentation.
- develop a conference, events and venue/site hire income stream to support the

ongoing development of the Planetary Health Centre.

Guiding Principles

We act as one organisation responding to the changing needs of our LGA and
community

We are strategy led, driven by our Community Strategic Plan with clear
priorities and focus

We are service focused we continuously improve service provision and
provide excellent customer service

We collaborate and work together to achieve our outcomes
We ensure safety and well-being is at the centre of our organisation,

operations and culture

We are a financially sustainable organisation, living within our means,
ensuring best value resource allocation

These Guidelines complement the Council's adopted Values of: Work Together;
Work Safe Home safe; Service Excellence; Value for Money; Trust and Respect;
and, Supporting Community

Workplace Health & Safety

Ensure compliance with WHS obligations and responsibilities as outlined in Councils
policies and procedures and under the relevant WHS legislation. These include but
are not limited to: identifying potentially unsafe situations or work practices and
notifying your Supervisor or Manager (or the Health, Safety Manager/Area Safety
Representative); never performing a task that you believe is dangerous or for which
you do not have the experience, or have not received appropriate instructions and
training or where the correct equipment to carry out the task safely is not available;
always work in a safe manner and in accordance with safety instructions, where
applicable; use the work equipment supplied for the job, in accordance with the
manufacturer's instructions), and any personal protective equipment, which the
Council deems necessary and has provided; be safety aware and report any actions
to your line manager which will assist the Council to meet its legal workplace health
and safety obligations.

You have the right to cease or direct cessation of unsafe work. In addition you are
required at all times to comply with Councils Asbestos Management Plan and Policy.

COMMUNICATION

This position requires creative and innovative thinking, and a high level of
interpersonal and communication skills