University Event Planner

Position Summary: The University Event Planner is responsible for the planning, documentation, and coordination of events from initial inquiry through final confirmation. This role owns the event sales cycle, client communication, and all event documentation, ensuring events are accurately scoped, priced, documented, and communicated prior to execution. In addition to planning responsibilities, the Event Planner may be required to serve as an assigned Building Manager for selected events, providing limited on-site supervision and policy oversight when operational staffing models require. This position is planning- and relationship-focused and hands off most events to operations once documentation is finalized and confirmed.

Primary Responsibilities:

Event Sales & Intake

• Serve as the primary contact for internal and external event inquiries
• Conduct intake meetings to understand client goals, scope, timelines, and constraints
• Determine event feasibility and alignment with University and venue policies
• Manage the event sales pipeline including proposals and space availability

Contracting, Pricing & Financial Documentation:

• Prepare and manage event contracts, pricing, and terms
• Communicate financial expectations and inclusions/exclusions to clients
• Coordinate deposits, billing milestones, and approvals with Finance
• Ensure all financial details are finalized prior to event confirmation

Event Planning & Documentation:

• Develop and maintain complete event documentation including diagrams and run-of-show
• Enter and maintain accurate event information within EMS
• Ensure event status is updated appropriately
• Attach all supporting documentation within EMS

Standard Operating Procedures (SOP):

• Adhere to established Brand Experience and Purser Center SOPs during planning and documentation
• Ensure consistency in planning standards and EMS practices
• Identify workflow gaps or inefficiencies and recommend SOP improvements
• Support development and refinement of SOPs related to event planning and handoffs

Planning-to-Operations Handoff:

• Conduct timely handoff of confirmed events to operational leadership
• Ensure documentation is complete and finalized prior to handoff
• Flag operational risks or special requirements
• Remain available for clarification without assuming execution responsibility

Building Manager Responsibilities (As Assigned)

• Serve as Building Manager for assigned events
• Provide on-site supervision focused on policy compliance and safety
• Act as liaison between event staff, Facilities, and Brand Experience leadership
• Document issues or incidents following events

Post-Event Administration:

• Support post-event reconciliation and final billing review
• Gather feedback and lessons learned
• Maintain organized records for reporting and improvement

Knowledge, Skills, and Experience:

• Experience in event planning, venue sales, hospitality, or higher-education events
• Strong organizational and documentation skills
• Excellent written and verbal communication skills
• Familiarity with EMS or similar event management systems
• Ability to apply SOPs consistently while identifying improvement opportunities

Required Qualifications:

• Bachelor's degree in Business Administration, Hospitality Management, Event Management, Facilities Management, or a related field, or an equivalent combination of education and experience.
• Minimum of 5 years of progressive experience in event operations, venue management, hospitality operations, or facilities leadership.
• Demonstrated experience managing complex, concurrent events in a multi-use venue or institutional environment.
• Proven supervisory experience, including staff leadership, scheduling, training, and performance management.
• Strong operational judgment with the ability to make timely, confident decisions in dynamic environments.
• Experience coordinating multiple service areas such as AV/production, custodial services, facilities, and security.
• Proficiency with Microsoft 365 applications (Outlook, Teams, Excel, Word, SharePoint).
• Excellent organizational, communication, and problem-solving skills.

Preferred Qualifications:

• Experience in higher education, conference centers, performing arts venues, or civic facilities.
• Experience managing vendor contracts and service agreements.
• Familiarity with process improvement, SOP development, or continuous improvement models.
• Knowledge of event risk management, incident documentation, and safety protocols.

Work Schedule:

This position requires a flexible work schedule that includes evenings and weekends as dictated by the Purser Center event calendar. Work hours may vary based on operational needs and event schedules.

Physical Requirements:

• Ability to lift and/or move up to 50 pounds.
• Ability to work in environments with loud noise levels, including amplified sound.
• Ability to tolerate flashing or dynamic lighting commonly used in event and performance settings.
• Ability to stand and walk for extended periods during event execution.

Working Conditions:

• Office-based with required on-site presence for assigned events
• Evening and weekend work based on event schedule
• Physically active role during events, including standing, walking, lifting, and moving equipment. Must be able to lift 50 pounds, tolerate loud noise and work up to 12 hour shifts.