Communications and Marketing Special Events

Communications and Marketing Special Events

Knowledge, Skills, and Abilities (KSAs): Knowledge of planning and organizing events. Knowledge of hospitality and social etiquette. Knowledge of university-style and communication standards. Problem-solving skills. Organizational skills. Interpersonal skills. Skills in industry standard software. Communication skills (verbal, written, and visual). Ability to be flexible and creative while meeting strict deadlines. Ability to delegate responsibilities. Ability to manage client expectations and build relationships. Ability to multitask.

Role Description

Responsible for independently designing, planning, implementing, and managing event projects from conception to clean up while ensuring cultural and university customs and protocols are observed. May supervise the work of others; however, this is a secondary function of the role. Competencies for this role are usually gained through formal education, specialized training, and experience in a specialty area related to the position responsibilities. 

Typical Functions:

Project Management
Develops and maintains metrics on the effectiveness of events.
Develops procedures and protocols for events and use of space.
Aligns events strategically to unit/organizational mission.
Develops, maintains, and oversees budgets for events.
Cultivates and manages relationships with clients and vendors and acts as primary liaison between staff, faculty, visitors, community representatives, and university leadership.
Researches industry trends and sets the creative tone for events.
Serves as a liaison between staff, faculty, visitors, and community representatives.

Supervision
Provides work direction or supervision to staff and students.
Coordinates event staff.
Manages on-site guests and participants.

Logistical
Writes and edits scripts, talking points, and stage directions.
Works with campus partners on safety and security goals and plans for events.
Plans the design, appearance, presentation, and details of events.
Plans and coordinates production details and timelines.
Manages deadlines, tracks progress, and ensures event stays on track.
Negotiates with venues and vendors.
Oversees and manages logistical details of events such as invitations, catering orders, hotel rooms, transportation, audio and visual equipment, guest registration, speakers, security, parking, and clean-up.
Ensures the event takes place smoothly.
Identifies future and potential events.
Plans and executes events independently.

Levels

Communications and Marketing Special Events Coordinator Performs varied tasks requiring analysis and judgment in alignment with established methods, principles, concepts, and procedures. Plans the design, appearance, presentation, and details of events based on set parameters. Responsible for making event decisions and carrying out details independently. Recommends and manages event budgets and commits funds; initiates event contracts. Oversees logistical details of events. Provides work direction to students and staff working events; may supervise staff; may be responsible for hiring, and training event staff. Education/Experience: Typically requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience. Applicable certification may be required.

Communications and Marketing Special Events Planner Analyzes and develops solutions for complex problems and varied tasks requiring analysis and judgment in alignment with broadly defined policies, procedures, practices, and professional standards. Work assignments generally have a highly visible profile, scope, and impact. Plans and executes events independently for university/institute/campus-wide events with broad-reaching external impact. Develops and manages event budgets and commits funds; enters into event contracts. Develops procedures and protocols for events and use of space. Identifies policy improvement and makes effective recommendations. Education/Experience: Typically requires a bachelor’s degree in a relevant field and three years of relevant experience, or an equivalent combination of education, training, and experience. Applicable certification may be required.

Communications and Marketing Special Events Management Performs complex assignments where outcomes are defined but methods and procedures may vary and are resolved using professional judgment. Considerable latitude is given for independent action. Maintains a high level of competency while managing numerous complex details for ongoing events and projects. Leads the planning and execution of wide-impact events. Work assignments have a highly visible profile, scope, and impact. Manages relationships with internal/external clients; works with high-level contacts such as dignitaries, elected and appointed officials. Manages professional staff and delegates work. Manages and oversees the design, appearance, presentation, themes, and details of the most complex and highest priority events. Education/Experience: Typically requires a bachelor’s degree in a relevant field and five years of relevant, progressively responsible experience, or an equivalent combination of education, training, and experience. Advanced degree preferred. Applicable certification may be required.