Events Coordinator

Job Description

50% Venue and Facility Rental Coordination

• Serve as the initial contact for all outside rentals and usage of the facility including answering the Dole facility rental email.

• Maintain internal event calendar and work with staff to coordinate overall building usage and event locations and transitions.

• Under the direction of the Director of Operations, serve as liaison for both university and non-university entities and organizations on event related matters.

• Review and make recommendations to implement facility usage policies in accordance with university policies.

• Work with financial staff on event invoicing.

• Arrange for physical set-up of events and post-event clean-up as necessary.

• Attend to pre-event details related to logistics, event management, catering, audiovisual requirements, and staffing.

• Assist renters in the operation of program-specific media materials such as video, audio, photographs, slides, and multimedia applications.

• Being contact person and providing an excellent experience for outside rentals. This includes: presenting renters with documents, policies and obtaining signatures when needed (contracts, reimbursement and media release); requesting information (contact information, etc.); serving as point person for all event details.

45% Dole Institute Event Logistics and Student Supervision

The Events Coordinator will execute comprehensive event planning and logistics related to Dole Institute Event venue and facility logistics, including:

• With management team, conceptualizes and designs events and manages external relationships and partnerships.

• Responsible for oversight of events, including ensuring and coordinating event descriptions, materials, and resources for program presentation, as well as press releases.

• Responsible for all event logistics to include third party photographers, audio-visual, rental space needs, and event-based marketing.

• Manages event budget and negotiates contracts with vendors for events.

• Provides public relations by serving as the point of contact for all program speakers and point person for all event details to include technical rehearsals for virtual guests, run of shows, and talking points for events.

• Supervise all activities related to events and space management.

• Track event attendees and create reports regularly.

• Public representative of the Dole Institute.

• Develop event timeline and work with other staff on set-up and technical needs.

• Maintain internal event calendar and work with staff to coordinate overall building usage and event locations and transitions.

• Meal and reception arrangements including catering and alcohol approval requirements.

• Coordinate and execute travel arrangements for presenters and others as required or directed for Dole Institute Events.

• Work with staff to maintain donor relations and visitor services.

• Identify and coordinate event staffing needs with Director of Programs and Student Affairs.

• Attending and assisting at events.

• Supervise student workers assigned to staff Dole Institute Events to ensure adequate coverage and satisfactory work product.

• Oversee compilation of event records.

5% Administrative Support

Provide public relations and administrative support as needed and special projects as assigned.

Required Qualifications

• Bachelor's degree in communications, public relations, education, or relevant field.

• Minimum of three years of full-time related experience, such as event logistics, making travel arrangements, or organizing political events.

• Strong written communication skills as evidenced by application materials.

• Ability to provide excellent customer service as evidenced by experience.

• Ability to prioritize and organize duties in an efficient manner as evidenced by experience and application materials.

Preferred Qualifications

• Job knowledge at an advanced level in event logistics or travel arrangements.

• Excellent organizational skills and demonstrated attention to detail.

• Demonstrated ability to work effectively with a wide range of individuals.

• Demonstrated understanding of the Dole Institute mission.