Lead Campus Events Planner & Logistics Specialist

Calvin University; Grand Rapids (MI); On-site; USD 52,000 - 65,000; Full time

Job summary

Calvin University is seeking an Event Planner to support the Conferences & Events department in planning, coordinating, and executing campus events and external client programs. You will partner with hosts, campus partners, vendors, and student staff to ensure exceptional service, accurate logistics, and a positive guest experience.

This role requires strong project management, clear communication, and the ability to manage multiple events, schedules, and budgets while upholding university

Qualifications

• Bachelor's degree from a four-year college or university.
• At least three years of experience in event planning, conference services, hospitality, project management, customer service, or a related field.
• Strong organizational, project management, customer service, and communication skills. Proficiency with computer applications and the ability to learn and utilize event management software is essential. Experience coordinating events, facilities, or staff is preferred.

Responsibilities

• Serve as the primary point of contact for Calvin event hosts and external clients, guiding planning, execution, and evaluation.
• Coordinate with campus service partners to ensure appropriate support and staffing during events.
• Build positive relationships with hosts and clients through exceptional hospitality and service.
• Know and apply university, federal, state, and local event policies (fire safety, egress, crowd management).
• Gather client feedback to support future planning and continuous improvement.
• Coordinate facilities, lodging (summer only), catering, transportation, AV, room setups, and other resources.
• Create and maintain event documentation, including contracts, floor plans, schedules, and service requests.
• Maintain event records using event management software and support facility utilization.
• Process invoices and maintain accurate billing records.
• Serve as on-site event representative or lead as needed and oversee event execution.
• Coordinate service providers, student employees, volunteers, and staff during events.
• Work occasional evenings, weekends, and extended hours as required.
• Contribute to planning teams for complex conferences with operational expertise and creative solutions.
• Coordinate specialized services (AV, print, registration, entertainment, tech platforms).
• Prepare communications and collateral (invitations, programs, signage, badges, registrations).
• Lead planning meetings, briefings, and post-event reviews to evaluate outcomes and improvements.
• Prepare and manage event budgets; advise hosts on services and expenditures.
• Procure goods/services and negotiate with vendors for quality and cost-effectiveness.
• Support departmental goals related to revenue generation, client retention, and facility utilization.
• Provide coaching and training to student employees for quality event support.

Skills

Event planning

Client management

Customer service

Project management

Communication

Education

Bachelor's degree

Tools

Event management software

Job description

Calvin University is seeking an Event Planner to support the Conferences & Events department in planning, coordinating, and executing campus events and external client programs. You will partner with hosts, campus partners, vendors, and student staff to ensure exceptional service, accurate logistics, and a positive guest experience.

This role requires strong project management, clear communication, and the ability to manage multiple events, schedules, and budgets while upholding university