Special Events Coordinator

University-of-Waterlo; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

University of Waterloo seeks a Special Events Coordinator to develop and deliver diverse campus-wide programs for undergraduate students. You will manage entertainment, volunteer coordination, and stakeholder engagement to ensure memorable experiences.

The role requires leadership in event planning, negotiation of contracts, and sponsorship development to support campus life initiatives. Strong organizational and budget skills are essential.

Qualifications

• Experience with large-scale event planning and management.
• Experience booking live entertainment and negotiating contracts.
• Ability to raise sponsorships and manage budgets.

Responsibilities

• Develop, coordinate and deliver diverse programs and campus-wide events.
• Recruit, onboard and retain 100+ student volunteers.
• Negotiate with agencies to book performers within budget.
• Lead event documentation, risk assessments and post-event evaluation.
• Ensure diversity in programming to maximize reach and participation.

Skills

Event planning

Budgeting

Negotiation

Volunteer management

Stakeholder engagement

Communication

Team leadership

Sponsorship

Education

Bachelor's degree

Tools

MS Office

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.Learn more about our recruitment process.Job Requisition ID:2026-03377Time Type:Full timeEmployee Group:StaffJob Category:Event ManagementEmployment Type:PermanentDepartment:Waterloo Undergraduate Student Association - Community and EventsHiring Range:$56,494.16 - $70,617.70Posting Information:This posting is for an existing vacancy.The internal posting deadline for this position is October 29, 2026 at 11:59PMJob Description:Primary PurposeThe Special Events Coordinator is responsible for developing, coordinating, and delivering diverse programs and large-scale campus wide events aimed at enhancing the student life experience for the undergraduate students on campus. The Special Events Coordinator will function primarily in the area of entertainment involving student engagement, programming and event management, volunteer management and administrative capacities.Key AccountabilitiesEvent Development, Delivery and EvaluationResponsible for delivering successful large scale (5000+ attendees) campus wide events with positive attendee experiences and programs tailored for the students at the University of WaterlooResearches current campus programming options by keeping up with industry trends, collaborating with other institutions/unions and attending conferences/exhibitionsNegotiates with agencies to book performers where contract costs stay within budget and positively impact the experience of our studentsDevelops clear Event documentation highlighting objectives, risk, resource requirements, people requirements and timelines and evaluation metricsEnsures diversity in programming efforts to maximize the reach and participation of efforts throughout the yearPerforms post event evaluation to highlight and review results of programming efforts, overall impact, and identify areas of improvement for future eventsLeads all corporate events as assigned by the Waterloo Undergraduate Student Association including (general meetings, grand openings, anniversaries/celebrations etc.)Student Volunteer ManagementResponsible for the recruitment, onboarding, and retention of 100+ student volunteers to help with planning and delivery of programs & eventsEnsures student input is gathered during development of events by enabling student volunteer to champion efforts and incorporated into the overall effortsEngages students by empowering them to take on various responsibilities with respect to the execution, marketing, and planning of special eventsEnsures volunteers are provided with effective training and development programs and equipped with the right tools and resources to meet deliverablesOrganizes and executes a volunteer appreciation event for students directly involved in the executed eventsRelationship Management & OutreachRaises $40k+ annually in sponsorship dollars and materials with off campus businesses & partners to enhance programming effortsWorks with key stakeholders and partners across campus to (plant ops, bookings, safety office, grounds, athletics etc…) throughout event development and delivery effortsMaintains positive relationships with vendors that we purchase/book good, services or equipment fromWorks closely with the Marketing Specialist to ensure programming efforts are effectively marketed and developed successfully for the current student market and their needs/wantsBudgeting & ProcurementPrepares annual programming plan and budget of $100k+ to senior management for review and board/council approvalEnsures all submitted expenses are within budget and revenue projections are met for sponsorships & ticket salesResponsible for purchasing good, equipment and services for programming and ensuring the organization is purchasing efforts result in best value for moneyResponsible for pricing events and programs to ensure adequate cost recovery and participationRisk ManagementResponsible for completing risk assessment for all major programming efforts highlighting areas of risk, mitigation efforts and overall risk factor for review of senior management prior to any programs/events being bookedEnsuing all major events/programs have comprehensive Emergency Action Plans (EAP)Training volunteers to efficiently and safely execute emergency action plan protocols at times of needWork with partners to ensure risk is mitigated at all events (Campus Response, Safety Office, Police Services)Required QualificationsEducationPost-secondary degree in a related discipline or equivalent combination of education and experienceExperienceSeveral years’ experience with large scale event planning and management, with at least 2 years in a management/leadership position.Experience successfully recruiting and managing staff or volunteers.Demonstrated ability to be creative and engaging in event/idea generation.Previous experience effectively booking live entertainment and negotiating contracts.Previous experience in reaching targets set for sponsorship of events.Several years’ experience with program assessment.Knowledge/Skills/AbilitiesDemonstrated ability to relate to University student experiences is essentialKnowledge of the campus environment at the University Level and some knowledge of post-secondary education landscape.Excellent time managementStrong problem solving skills and ability to work well under pressureAbility to work within a budget with excellent planning skillsAbility to raise sponsorship dollars and negotiate contractsExcellent organization skillsExcellent leadership skillsAbility to work well within a team environmentExcellent communication skills (written & oral)Equity StatementThe University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.Positions are open to qualified candidates who are legally entitled to work in Canada.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [e-mail] or 519-888-4567, ext. 45935.