Events Manager - Hybrid & Global Forum Logistics

University of Chicago; Chicago (IL); Hybrid; USD 66,000 - 76,000; Full time

Job summary

University of Chicago is seeking an Events Manager for the Chicago Forum Programming to drive and oversee events coordination. You will manage in-person, hybrid, and virtual events, developing timelines and coordinating venue, catering, AV, and logistics while collaborating across campus partners.

The role requires strong vendor negotiation, budget oversight, and on-site leadership in a fast-paced environment.

Qualifications

• Demonstrated success managing all aspects of event logistics for conferences, workshops, or public forums in academic, corporate, or nonprofit settings.
• Experience creating detailed event timelines and coordinating multiple tasks and vendors under tight deadlines.
• Proven ability to research, negotiate contracts, and manage vendor relationships, including catering, AV, and venue services.
• Track record of planning and adhering to event budgets, preparing cost reports, and implementing cost-saving measures.

Responsibilities

• Manage and execute intricate event logistics for in-person, hybrid, and virtual events.
• Create planning timelines and ensure that every task gets completed for each event, anticipating and resolving operational challenges.
• Coordinate and oversee all logistics for each event, including venue research and selection, security, catering, transportation, decor installations, floor plan, linen, equipment, audio-visual, and custodial services.
• Develop productive working relationships with campus community and event management counterparts in other units.
• Lead on-site event production. Works effectively with other event professionals and vendors to execute each event.
• Oversee management of conferences hosted overseas and be comfortable negotiating with vendors and agencies abroad.
• Run hybrid and virtual events with ease, and determine optimal method of technology for event delivery.
• Create and manage event budgets. Adheres to overall budget for each event and tracks cost-saving initiatives from year to year if an annual event.
• Ensure all invoices are processed in University financial system.
• Generate guest lists and reports based on set event criteria.
• Provides timely updates to event lead and event partners.
• Communicate with guests to answer event‑specific questions.
• Produce all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc.
• Administer all activities with a high attention to detail.
• Partner with Student Engagement Manager in the delivery of student‑led events.
• Flexibly support evening and weekend events as required in a lively, collaborative, and team‑oriented environment.
• Execute day‑to‑day event logistics, and other moderately complex assignments with some guidance from others.
• Assist with research, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Works to implement ideas for improvement as they are identified in addition to providing post‑event feedback on turnout and vendor performance with direction from others.
• Performs other related work as needed.

Skills

Event logistics

Vendor management

Budgeting

Project management

Communication

Education

College or university degree in related field

Tools

Event management tools

Job description

University of Chicago is seeking an Events Manager for the Chicago Forum Programming to drive and oversee events coordination. You will manage in-person, hybrid, and virtual events, developing timelines and coordinating venue, catering, AV, and logistics while collaborating across campus partners.

The role requires strong vendor negotiation, budget oversight, and on-site leadership in a fast-paced environment.