Event Production Coordinator

Providence College•Providence College, RI

About The Position

The Event Production Coordinator coordinates event components and performs due diligence for processes specific to advancement-focused and ad hoc special project events. This is a 9-month position at Providence College, a Catholic, Dominican, liberal arts institution committed to academic excellence, service, and fostering a diverse Beloved Community. The coordinator assists with event planning and production, venue walkthroughs, setup verification, vendor and Public Safety coordination, event materials, on-site troubleshooting, event technology, and post-event feedback. The role also collects and tracks legal and risk-management documents for events involving external parties, supports compliance with college policies, and provides additional coordination for Conference Services and campus partners, with particular attention to high-level signature events and special projects. The position requires a high school diploma or equivalent and three to five years of experience, or an equivalent combination of education and experience. Advanced working knowledge of Microsoft products, Excel, and database systems is required. Experience in a college or university setting is preferred. The role requires organizational and communication skills and the ability to work independently, meet deadlines, prioritize assignments, and manage multiple tasks.

Requirements

High school diploma or equivalent.
Three to five years of experience or an equivalent combination of education and experience.
Advanced working knowledge of Microsoft products, Excel, and database systems.
Excellent organizational and communication skills.
Ability to work independently and under deadline pressure.
Ability to prioritize assignments while managing multiple tasks.

Nice To Haves

Experience in a college or university setting.

Responsibilities

Review and help prepare event plans and setup diagrams with the Director and Assistant Director, ensuring alignment with program needs and venue capabilities.
Conduct venue walkthroughs before events to verify room setups, signage, technical requirements, and catering deliveries.
Coordinate security arrangements with Public Safety and confirm service deliveries with outside vendors.
Prepare and organize event materials, including name tags, programs, registration materials, and signage.
Serve as a point of contact for event planners and programmers, troubleshooting on-site issues and adjusting logistics as needed.
Monitor event flow and provide hands-on assistance during event implementation.
Collect post-event feedback from planners and share it with the team.
Coordinate collection and submission of legal documents, including contracts, certificates of insurance, waivers, and facility use agreements for events involving external vendors, performers, guests, and hotels.
Communicate with external constituents to obtain risk-management materials in accordance with college policies.
Liaise with the General Counsel to review documents for compliance and secure approvals before events.
Enter and track legal and risk documentation in the event management system.
Provide technical event support, including setting up and operating audiovisual equipment, managing event registration systems, and assisting with live-stream or hybrid event functions.
Monitor events with external guests to ensure compliance with college protocols related to safety, guest access, and liability.
Help train campus programmers on procedures and best practices for involving third parties.
Support Conference Services and the core team by implementing and checking compliance with event setups and campus partners for programs.
Review event setup requests with campus partners to ensure they meet college standards and program specifications.
Conduct site visits before and during events to verify room layouts, signage, AV equipment, and accessibility accommodations.
Follow up with service providers to confirm setup and support requests are fulfilled, resolving discrepancies in real time.
Provide special support for high-level signature events, including donor events, Homecoming and Reunion, endowed lectures, and other special projects.
Maintain documentation of compliance checks and share feedback with the Conference Services and core team.
Serve as a liaison between event planners and service departments to support clear communication and timely resolution of logistical concerns.
Support scheduling adjustments and setup modifications for last-minute program changes or unforeseen challenges.
Provide post-event feedback to identify non-compliance trends or opportunities to improve coordination with campus partners.
Perform other duties as required.