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