Event Planner

Job Summary

This position assists in planning, coordinating and scheduling a variety of events held in the UMC and assigned facilities ranging from multi-day conferences, meetings, seminars to banquets, concerts and high-end VIP events. Conducts client event request reviews and planning meetings to determine what services and spaces are needed and to see if appropriate facilities are available. Requests may include multi venues, multi-events, multi dates for a single client. Provides professional guidance to client, making recommendations and advising clients to best match their needs and expectations to CU event resources, facilities and services available through the University and the UMC EP&C office. Serves as liaison/resource for information on the University- directing client to the appropriate University Service departments when the need arises. Develops detailed plans- agendas- timelines into EMS- EM, Social Tables, 25 live software systems for each event/meeting planned to ensure all UMC internal parties have the necessary information to perform services sold to client. Position meets in person, by phone and/or emails clients to plan and coordinate catering orders, venue and equipment/av needs within established client budget position. The position is responsible for initial and continued engagement with clients regarding event parameters, university policies, the compliance of these event guidelines that may impact or involve their event. Position attends events they have helped plan to ensure it is going well and to meet with customers to ensure they are satisfied with the services they are receiving.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The University Memorial Center on the CU Boulder campus welcomes applicants for the Event Planner position. The University Memorial Center is the heart of campus at CU Boulder. As the student union, we have 10,500 people through the building each day of the academic year, provide office space for a variety of Student Affairs departments, and offer to host a variety of meetings, workshops, events, programs, conferences, dining options, and the CU Book Store. We are looking for someone who thrives in a dynamic environment, enjoys working with and facilitating training for students and staff, and excels at leading and facilitating project teams.

What Your Key Responsibilities Will Be

Event Coordination:

• Conduct initial client requests to determine what services and meeting spaces are needed and to see if appropriate facilities are available. The request may include multi venues, multi-events, multi dates for a single client.
• Provide professional guidance to client, making recommendations and advising clients to best match their needs and expectations to CU event resources, facilities, and services available through the University and the UMC EP&C office.
• Serve as liaison/resource for information on the University- directing client to the appropriate University Service departments when the need arises.
• Input detailed plans- agendas- timelines into EMS- EM, Social Tables, 25 Live software systems for each event/meeting planned to ensure all UMC internal parties have the necessary information to perform services sold to client. Alert UMC Assistant Director for Events Planning on the need for a SAFE meeting or situational awareness to SERT, or SET committees, when event is VIP and/ or may cause undue staffing impact on campus. Coordinate and troubleshoots problems that may arise in the delivery of services and spaces scheduled, such services may include AV or room equipment, catering, meeting rooms.
• Schedule and conduct planning meetings with client that may include catering operational staff, AV Lead or UMC set-up Event Manager, and UMC Security to ensure clear understanding of all needed arrangements. Conducts site surveys with clients with other CU Service departments such as Risk Mgmt, Fac Man, CU Police to ensure that all guests attending are safe and risk liability are assessed and understood.
• Coordinate when the need arises UMC Security, CSO and CU Police and at times, local, state and national Police agencies for events with VIPS or other dignitaries.
• Perform meet and greets at larger events, conferences, and events with alcohol to introduce client with personnel assigned – such as UMC security, AV techs and catering staff working and managing the success of the event.

Client Catering Requests:

• Handle client catering requests for a wide variety of meetings and events. These can be anything from simple deliveries to fully staffed VIP catered functions. Advise client on menu options that best fits their needs and budget. Information is entered into the food management software EM and information is distributed to the appropriate UMC or CDS department such as the production kitchen, bakery, and CDS Catering Operations. Planner is responsible for guiding the client in the best use of their available budget by have a strong understanding of the various nuances of menu development.

Event Compliance and Policies:

• Events are reviewed by planner for policy compliance to ensure that events are operating within campus policies. Explains all UMC Policy, CUUF, Health Promotions, CUPD, and Office of Integrity, Equity, and Compliance.
• Explain all CUUF, UMC, Health Promotions, CUPD, Office of Integrity, Equity, and Compliance policies regarding the use of space on all the Boulder campus. Provide the necessary forms (Event Management form and Events with Alcohol form) and ensures completion, as well as, tracking the progress of the approval process. Provide necessary information and web links to documentation needed for various campus venues that are not centrally controlled. Some of these misc reservations have many guidelines and are intended for use by mainly student organizations to provide the most access to these unique places on campus to students. These spaces are primarily used for those clients seeking display areas for information regarding their events and programs or hand out literature regarding their programs and services.

Reserves Meeting Spaces:

• Work with clients to create misc reservations such as loggia tables, table tents, banners, display cases and canvassing locations. Some of these reservations can be very complex as they may involve the use and implementation of several policies when making the reservations. Reserve UMC and non-academic scheduling spaces (classrooms and outdoor spaces) using the appropriate scheduling software, such as EMS and 25 Live, to create reservations of customer’s scheduling requests for all eligible student organizations, University Departments, University organizations and the Boulder community at large for over 1,700 reservable venue spaces. Ensure completed room reservation information is provided to the customer and the appropriate University Departments who may need information regarding the event. Refer client to alternate schedulers/facilities when centrally controlled classroom spaces and the UMC spaces are unavailable. Explains all CUUF, UMC, Health Promotions, CUPD, Office of Integrity, Equity, and Compliance policies regarding the use of space on the Boulder campus. Provides the necessary forms (Event Management form and Events with Alcohol form) and ensures completion, as well as, tracking the progress of the approval process. Provides necessary information and web links to documentation needed for various campus venues that are not centrally controlled.

Assist other UMC Departments with Event Operations:

• Position may need to provide assistance to other UMC Departments such as the Setup or CDS Catering Operations for events or deliveries. This would include events this position has personally assisted the client in planning and helping with other events as needed. Duties may include setting up of tables and chairs, helping with table and food presentation, providing wait service, working a bar (TIPS certified) and delivery services. Attend event they have helped plan to ensure it is going well and to meet with customer to ensure they are satisfied with the services they are receiving.

Office Administrative Work:

• Answer phones and take walk-ins inquiries.
• Email customer completed, sales catering orders and reservation documents and files completed reservations.

Other Duties as assigned:

• Position may be required to perform other administrative duties as assigned by up level supervisors. This could include UMC committee work, annual UMC wide sponsored programs, assessment work, assist with move-in, convocation, marshaling for commencement.

What You Should Know

• This is an in-person position.
• All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement . New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

• The salary range for this position is $49,000-$54,000.
• Onboarding assistance is available within Student Affairs division guidelines.

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be collaborative. Be groundbreaking. Be Boulder.

What We Require

• Bachelor’s Degree from an accredited institution.
• Appropriate experience will substitute for the required education on a year-for-year basis.

What You Will Need

• Knowledge of business English, spelling, and grammar.
• Knowledge of the appropriate questions to ask in guiding clients through the event planning process.
• Ability to communicate effectively both orally and in writing.
• Ability to draft correspondence.
• Ability to gather information about event services desired, research and determine appropriate expenses associated with services.
• Ability to establish and maintain good rapport with clients, staff and other departments.
• Ability to plan, organize and carry out assignments effectively with limited supervision.
• Ability to analyze information, assess situations and make decisions.
• Ability to negotiate with others.
• Ability to apply campus policies and procedures.

What We Would Like You To Have

• Bachelors degree in business, hotel management, commercial recreation or tourism, or related field.
• Experience in a hotel, association, or university event planning setting.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by February 8, 2022 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu