Event Planner

Calvin University•Grand Rapids, MI

About The Position

The Event Planner serves as a primary resource for Calvin event hosts and external clients, partnering with them from initial planning through event execution and post-event evaluation. The role coordinates campus resources, facilities, services, and logistics to deliver successful events that support client objectives and the university’s mission. Event Planners collaborate with campus partners, service providers, and student employees to provide customer service and hospitality, while using project management, communication, and attention to detail to execute events professionally and efficiently. The position also contributes to effective university facility utilization and revenue-generating initiatives. Event Planners may serve as on-site operational leads and may assist with university box office and ticketing, including full box office management for some planners. The role also assists with reservations for academic courses and end-of-semester exams. Work takes place in office and event environments and may involve extended periods of standing, walking, and active event support. Evening, weekend, and extended hours may be required based on event schedules.

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 ability to learn and use event management software.
Exceptional interpersonal, written, and verbal communication skills.
Ability to handle confidential information with diplomacy and discretion.
Ability to manage multiple projects and competing priorities while maintaining attention to detail.
Ability to exercise independent judgment, prioritize work, allocate resources, and resolve event-related issues within established policies and approved budgets.
Ability to work independently and collaboratively, remain adaptable under pressure, and represent the university professionally.
Commitment to Calvin University’s mission as a Christian liberal arts university affiliated with the Christian Reformed Church.
Commitment to the Christian faith and to integrating faith, learning, and student development.
Demonstrated awareness and commitment to establishing positive relationships and communication across dimensions of diversity.
Ability to meet the physical demands of the role, including 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 as needed, and driving an automobile, van, or truck on public roadways.
Ability to stand and walk for extended periods and frequently use computers and event management software.

Nice To Haves

Experience coordinating events, facilities, or staff.

Responsibilities

Serve as the primary contact for assigned Calvin event hosts and external clients, guiding planning, execution, and evaluation while identifying objectives, requirements, timelines, and resource needs.
Communicate event requirements to campus service partners, including Facilities, Campus Safety, Information Technology, and Food Service.
Build client and event-host relationships through customer service and hospitality, and gather feedback to support continuous improvement.
Stay informed about university, federal, state, and local policies that may affect events, including fire safety, egress, and crowd management.
Coordinate facilities, summer lodging, catering, transportation, audiovisual services, technology support, room setups, and other event resources.
Create and maintain event documentation such as contracts, reservation summaries, floor plans, schedules, and service requests.
Maintain event and reservation records in the university’s event management software and process invoices while keeping accurate billing records.
Serve as an on-site event representative or operational lead, oversee event execution, and resolve issues to support safe and successful events.
Coordinate and supervise service providers, student employees, volunteers, and support staff during events.
Contribute operational expertise and creative solutions to planning teams for complex conferences and events.
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.
Prepare and manage event budgets as needed, advise clients on services and expenditures, procure goods and services, and negotiate with vendors.
Support departmental revenue generation, client retention, and facility utilization goals.
Coach, direct, provide feedback to, and train student employees.
Assist with university box office and ticketing; some Event Planners manage ticketing operations, including event setup, fees, inquiries, reports, and financial reconciliation.
Assist with reservations for academic courses and end-of-semester exams.