Audiovisual, Banquet Services, Communication Skills, Conferences, Customer Satisfaction, Customer Support/Service, Detail Oriented, Emergency Procedures, Emergency Response, Equipment Maintenance/Repair, Event Management, Facilities Management, Fire Safety, Food Services, Food and Beverage Industry, Furniture, High School Diploma, Hospitality and Tourism, Interpersonal Skills, Inventory Management, Logistics, Multitasking, Operations Guidelines, Organizational Skills, People Management, Physical Demands, Presentation/Verbal Skills, Problem Solving Skills, Property Rentals, Safety Compliance, Safety Process, Safety/Work Safety, Service Delivery, Team Player, Time Management, University/School Policies, Writing Skills
Banquet and Event Support Specialist
Norfolk State University – Norfolk, Virginia
Position Summary:
The Banquet and Event Support Specialist is responsible for providing operational, logistical, and customer service support for university-sponsored events, conferences, banquets, meetings, special programs, and external rental functions held on Norfolk State University property. This position ensures event spaces are properly prepared, maintained, and reset while delivering exceptional service to university departments, students, alumni, community partners, and guests. The specialist works collaboratively with Event Services, Facilities Management, Dining Services, and external vendors to ensure successful execution of events from setup through breakdown.
Essential Duties and Responsibilities
Event Setup and Operations
- Set up, arrange, and break down event spaces according to approved event diagrams, floor plans, and client specifications.
- Arrange tables, chairs, staging, podiums, linens, audiovisual equipment, signage, and other event-related furnishings.
- Assist with room conversions and venue resets to accommodate multiple events and programming needs.
- Ensure event spaces are clean, organized, and presentation-ready before guest arrival.
- Support event execution by monitoring event activities and responding to operational needs during functions.
Banquet and Guest Services
- Provide professional customer service to event hosts, guests, vendors, and university stakeholders.
- Assist with banquet service support, including food and beverage logistics as directed.
- Address guest concerns and resolve issues promptly and professionally.
- Serve as an on-site representative to ensure client satisfaction and adherence to event requirements.
Equipment and Inventory Management
- Operate, transport, and maintain event equipment and supplies safely and efficiently.
- Conduct routine inspections of banquet and event equipment to ensure functionality and safety.
- Maintain inventory of tables, chairs, linens, staging equipment, and other event materials.
- Report damaged equipment, facility concerns, and supply shortages to supervisors.
Safety and Compliance
- Follow university policies, safety procedures, and operational guidelines.
- Ensure event setups comply with fire safety, occupancy, and accessibility standards.
- Maintain a safe working environment by properly lifting, moving, and storing equipment.
- Assist with emergency response procedures when necessary.
Collaboration and Support
- Work closely with Event Services staff, Facilities Management, Dining Services, campus departments, and external vendors.
- Support university-wide events, commencement ceremonies, homecoming activities, conferences, receptions, and special programs.
- Assist with event scheduling changes and last-minute operational adjustments.
- Perform other duties as assigned to support departmental and university objectives.
Required Qualifications
- High school diploma or GED.
- One (1) year of experience in event operations, banquet services, hospitality, customer service, facilities support, or a related field.
- Ability to provide excellent customer service in a diverse university environment.
- Ability to follow written and verbal instructions and work independently or as part of a team.
- Ability to lift, carry, push, and pull equipment weighing up to 75 pounds.
- Ability to work flexible schedules, including evenings, weekends, and holidays as needed.
Knowledge, Skills, and Abilities
- Strong customer service and interpersonal skills.
- Knowledge of banquet and event setup standards.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Effective verbal and written communication skills.
- Attention to detail and commitment to quality service.
- Ability to operate basic event and facility equipment safely.
- Team-oriented with strong problem-solving abilities.
Physical Requirements
- Frequent standing, walking, bending, lifting, pushing, pulling, and carrying equipment.
- Ability to work indoors and outdoors in varying weather conditions.
- Ability to move and set up event furniture and equipment throughout campus facilities.
- Ability to work extended hours during major university events.
Work Environment
This position operates in banquet halls, conference rooms, student centers, athletic facilities, classrooms, outdoor venues, and other university event locations. The schedule may include evenings, weekends, and holidays based on event needs and university programming.