SUMMARY The Conferences & Events department exists to execute conferences and events successfully on behalf of Calvin event hosts and external clients, providing the resources, partnerships, and support needed to achieve their event goals. The department also contributes to the effective utilization of university facilities and supports the university's revenue-generating initiatives. Event Planners serve as a primary resource for Calvin event hosts and external clients, partnering with them from initial planning through event execution and post-event evaluation. This position coordinates campus resources, facilities, services, and logistics to deliver successful events that support client objectives and the mission of the university. Event Planners work collaboratively with campus partners, service providers, and student employees to deliver exceptional customer service and hospitality. Through strong project management, communication, and attention to detail, this position ensures events are executed professionally and efficiently while exceeding client expectations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Other duties may be assigned. Event Planning and Client Management
- Serve as the primary point of contact for assigned Calvin event hosts and external clients, guiding event planning, execution, and evaluation while identifying event objectives, requirements, timelines, and resource needs.
- Communicate event requirements to campus service partners (Facilities, Campus Safety, Information Technology, and Food Service) to ensure appropriate support and staffing.
- Build positive relationships with event hosts and clients through exceptional customer service and hospitality.
- Be knowledgeable about university, federal, state, and local policies that may impact events (for example, fire safety, egress, crowd management, etc.)
- Gather client and participant feedback to support future planning and continuous improvement.
Event Logistics and Operations
- Coordinate facilities, lodging (summer only), catering, transportation, audiovisual services, technology support, room setups, and other event resources.
- Create and maintain event documentation, including contracts, reservation summaries, floor plans, schedules, and service requests.
- Maintain event and reservation records using the university's event management software to support communication and maximize facility utilization.
- Process invoices and maintain accurate billing records.
Conference and On-Site Event Management
- Serve as an on-site event representative, house manager, stage manager, host, hospitality liaison, or other operational lead as needed.
- Oversee event execution, resolving operational issues to ensure a safe and successful experience.
- Coordinate and supervise service providers, student employees, volunteers, and support staff during events.
- Work occasional evenings, weekends, and extended hours as required by event schedules.
Project Management and Event Development
- Contribute to planning teams for complex conferences and events by providing operational expertise and creative solutions.
- Coordinate specialized event services, including audiovisual production, print services, registration systems, entertainment, and event technology platforms.
- Prepare and manage event communications and collateral, including invitations, programs, signage, name badges, registration materials, and digital resources.
- Lead planning meetings, event briefings, and post-event reviews to evaluate outcomes and identify improvements.
Financial Management
- Prepare and manage event budgets as needed.
- Advise Calvin event hosts and external clients on services and expenditures while balancing event goals and budget constraints.
- Procure goods and services and negotiate with vendors to maximize quality and cost-effectiveness.
- Support departmental goals related to revenue generation, client retention, and facility utilization.
Student Employee Leadership
- Provide coaching, direction, feedback, and training to student employees to ensure high-quality event support and professional development.
Miscellaneous
- Provide oversight for university box office and ticketing. All Event Planners are responsible for assisting with selling and communicating about tickets. Some Event Planners serve as box office managers and are responsible for all aspects of ticketing (create events in the box office software, determine fees, respond to questions, manage reports, financial reconciliation, etc.)
- Assist with management of reservations for academic courses and end of semester exams,
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. The requirements below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE REQUIREMENTS Bachelor's degree from a four-year college or university. At least three years of experience in event planning, conference services, hospitality, project management, customer service, or a related field. Strong organizational, project management, customer service, and communication skills. Proficiency with computer applications and the ability to learn and utilize event management software is essential. Experience coordinating events, facilities, or staff is preferred.
COMPLEXITY The position requires managing multiple projects and competing priorities while maintaining attention to detail. Responsibilities involve analyzing information, solving problems, and adapting to changing circumstances within established policies and procedures.
COMMUNICATION SKILLS
Exceptional interpersonal, written, and verbal communication skills are required. The Event Planner regularly communicates with clients, event hosts, university leadership, faculty, staff, students, vendors, and service providers to coordinate resources, facilitate planning, resolve concerns, and represent the university professionally. The position requires diplomacy, discretion, and the ability to communicate effectively in fast-paced environments while handling confidential information.
ACCOUNTABILITY The position is responsible for managing event details, coordinating resources, and making recommendations that impact client satisfaction, event outcomes, operational efficiency, and departmental performance. Authority is exercised within established policies and approved budgets.
DECISION MAKING/JUDGMENT
The position requires independent judgment in prioritizing work, allocating resources, and resolving event-related issues. Initiative, sound decision-making, and strong problem-solving skills are essential.
WORKING RELATIONSHIPS
The Event Planner collaborates with Calvin event hosts, external clients, campus departments, vendors, students, volunteers, and service providers to support successful events and advance the mission of the university.
OTHER SKILLS AND ABILITIES
- Commitment to Calvin University's mission and the ability to serve as a positive representative of the institution.
- Strong customer service and hospitality mindset with a commitment to exceeding client expectations.
- Excellent organizational, project management, and multitasking skills.
- Ability to work independently and collaboratively while maintaining accountability to team goals and departmental standards.
- Creative problem-solving skills and strong attention to detail.
- Ability to remain calm, adaptable, and effective in changing or high-pressure situations.
- Positive, cooperative, service-oriented attitude.
- Flexibility to work evenings and weekends as required by event schedules.
PHYSICAL DEMANDS/WORK ENVIRONMENT
The physical demands described here are representative of those required to perform the essential functions of this position. Work is performed in office and event environments and may require extended periods of standing, walking, and active event support. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands include:
- Lifting and carrying materials weighing 5-20 pounds or more.
- Moving and setting up event materials and equipment.
- Pushing and pulling carts and equipment.
- Climbing ladders and similar equipment as needed.
- Driving an automobile, van, or truck on public roadways.
Visual demands include:
- Proofreading and reviewing documents for accuracy.
- Frequent use of computers and event management software.
- Entering and retrieving data using a keyboard.
FAITH and EDUCATIONAL COMMITMENT
- Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
- A commitment to the Christian faith and to the integration of faith, learning, and student development.
DIVERSITY COMMITMENT
Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.
