Event Operations Manager, Event Management

Lipscomb University•Nashville, TN

4h•Onsite

About The Position

This position is responsible for planning, coordinating, and overseeing the Event Management team's venue setup, strike, and summer housing functions. The role involves managing staffing, coordinating with clients, ensuring venue specifications are met, managing inventory, and providing hands-on support for event operations. Additionally, it includes overseeing event-related summer housing in residence halls, managing guest support, and responding to resident issues. The position also entails staff supervision, budget management, and building relationships with various campus departments and external vendors.

Requirements

Physical ability to consistently perform tasks requiring the pushing, pulling, and lifting of moderate to heavy objects in support of event operations
Availability to work odd hours and weekends for occasional major events/tight venue turnarounds

Responsibilities

Create and maintain a detailed venue setup and strike schedule using information from EMS (Event Management System), organized in a shared Google Calendar
Oversee staffing plans and labor allocation for events ranging from small meetings to major university functions with attendance exceeding 5,000 guests
Coordinate with event planners and campus departments to gather and confirm event requirements, timelines, and logistical needs
Ensure that all venues are set to the client’s specifications and that strike procedures are completed within scheduled timeframes
Manage event equipment and furniture inventory, including procurement, maintenance, and replacement planning
Collaborate with the Director of Events to oversee equipment rental contracts, ensuring timely access to necessary equipment and resources
Place and manage weekly Alsco linen orders for table coverings
Provide hands-on support for significant or complex venue setups and strikes as needed
Oversee all aspects of event-related summer housing in residence halls, including planning, coordination, and guest support for programs reaching up to 1,500 overnight guests
Communicate directly with clients to confirm housing dates, timing, reservations, room assignments, and occupancy needs
Respond promptly to issues involving summer residents, including emergencies, facility concerns, and policy violations
Create and maintain emergency preparedness documentation, including evacuation procedures, weather response plans, and residence hall resource materials
Maintain accurate and confidential guest records and housing documentation
Coordinate linen rentals with external vendors and ensure timely delivery
Work closely with Campus Safety, Residence Life, Service Operations, and other campus partners to support summer housing operations, including cleaning schedules, maintenance requests, key/fob management, facility access, and room readiness
Supervise two full-time Event Operations Coordinators who execute venue setups/strikes and support summer housing services
Recruit, hire, train, supervise, schedule, and evaluate a seasonal workforce of approximately 20 student employees supporting event operations and summer housing services
Manage departmental budgets related to venue setup, strike, and summer housing operations; ensure cost-effective practices and alignment with financial goals
Review and approve invoices, purchase requests, and departmental expenditures related to event operations and summer housing
Serve as an on-call resource for operational emergencies, facility issues, and after-hours event or housing concerns
Build and maintain collaborative relationships with campus departments, external vendors, and university stakeholders to ensure successful event and housing operations