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 events that support client objectives and the university’s mission. Event Planners work 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 supports the Conferences & Events department’s work executing conferences and events, effectively utilizing university facilities, and supporting revenue-generating initiatives. Responsibilities may include event planning and client management, logistics and operations, on-site event management, project development, financial management, student employee leadership, box office and ticketing oversight, and assisting with reservations for academic courses and end-of-semester exams. The role requires flexibility to work occasional evenings, weekends, and extended hours according to event schedules. Work takes place in office and event environments and may involve extended periods of standing, walking, and active event support. Physical tasks 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 as needed, and driving an automobile, van, or truck on public roadways. The role also involves frequent computer use, data entry, and proofreading documents. The successful candidate is committed to Calvin University’s educational mission as a Christian liberal arts university affiliated with the Christian Reformed Church, to the Christian faith and integration of faith, learning, and student development, and to building positive relationships across dimensions of diversity.

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 manage multiple projects and competing priorities while maintaining attention to detail.
Ability to analyze information, solve problems, and adapt to changing circumstances within established policies and procedures.
Ability to communicate with clients, event hosts, university leadership, faculty, staff, students, vendors, and service providers with diplomacy and discretion, including when handling confidential information.
Independent judgment in prioritizing work, allocating resources, and resolving event-related issues.
Initiative, sound decision-making, and strong problem-solving skills.
Commitment to Calvin University’s mission and ability to represent the institution positively.
Strong customer service and hospitality mindset and commitment to exceeding client expectations.
Ability to work independently and collaboratively while remaining accountable 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.
Commitment to the educational mission of Calvin 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 relationships and positive communication across dimensions of diversity, including race, gender, physical limitations, class, and religious perspectives.
Ability to meet the physical demands of the role, including extended periods of standing and walking, 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 proofread and review documents for accuracy and frequently use computers and event management software, including keyboard data entry and retrieval.

Nice To Haves

Experience coordinating events, facilities, or staff.

Responsibilities

Serve as the primary contact for assigned Calvin event hosts and external clients, guiding event planning, execution, and evaluation and identifying objectives, requirements, timelines, and resource needs.
Communicate event requirements to campus service partners, including Facilities, Campus Safety, Information Technology, and Food Service.
Build positive relationships with event hosts and clients through customer service and hospitality.
Stay knowledgeable about university, federal, state, and local policies that may affect events, including fire safety, egress, and crowd management.
Gather client and participant feedback to support future planning and continuous improvement.
Coordinate facilities, summer lodging, 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 in the university’s event management software to support communication and facility utilization.
Process invoices and maintain accurate billing records.
Serve as an on-site event representative or operational lead, such as house manager, stage manager, host, or hospitality liaison, as needed.
Oversee event execution and resolve operational issues to support safe and successful events.
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.
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 to evaluate outcomes and identify improvements.
Prepare and manage event budgets as needed.
Advise event hosts and 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.
Coach, direct, provide feedback to, and train student employees to support event quality and their professional development.
Assist with university box office and ticketing sales and communications; some Event Planners manage all aspects of ticketing, including creating events in box office software, determining fees, responding to questions, managing reports, and financial reconciliation.
Assist with management of reservations for academic courses and end-of-semester exams.