Senior Event Planner and Event Planner - CU Events Planning & Catering

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Job Summary

The Events Planning

The CU Events Planning & Catering (CU EP&C) group with CU Boulder is now accepting applications for a Senior Event Planner and Event Planner! These positions assist in the planning, coordination and scheduling for a variety of events held in the University Memorial center (UMC) and associated facilities. Events range from multi-day conferences, meetings, seminars to banquets, concerts and high end VIP events.

The Senior Event Planner serves as one of the leaders in the EP&C Office, continually interpreting and improving policy while providing leadership and excellent customer service. This role will train and supervise employees, develop relationships with clients and vendors, establish a collaborative team environment, and interact with all levels of staff, faculty, and students.

The Event Planner serves as a liaison and resource for clients by conducting client event request reviews and planning meetings to determine what services and spaces are needed and whether they are available. This position meets with clients to plan and coordinate all aspects of their event and is responsible for helping clients understand event parameters, university policies, compliance, and other guidelines that may impact their event.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Division of Student Life consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.

The work in Student Life supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Life also has shared services departments that support the work and staff of our student-facing areas, including areas like center for assessment, insight and research, business services, finance, employee experience, communication and marketing and technology solutions.

With over 900 staff members in the Division of Student Life, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.

The University Memorial Center (UMC) is an exciting center for activism and community interaction, offering a variety of student services and active student governance. Known as the campus "living room," thousands of people visit the University Memorial Center every day to grab a bite to eat, enjoy free entertainment, shop the retail stores, study with the free wireless internet or engage with peers. The UMC celebrates diversity through food, dance, art, music and the free exchange of ideas.

What Your Key Responsibilities Will Be

Event Coordination

• Conduct initial client request to determine what services and meeting spaces are needed and to see if appropriate facilities are available.
• Provide professional guidance to clients, making recommendations and advising to best match their needs and expectations to CU event resources, facilities and services available.
• Interpret campus policy and protocols. Use critical thinking and apply knowledge to make decisions.
• Effectively work with high profile and VIP clients. This includes thoughtful planning, discretion, connecting to appropriate resources to provide the highest of quality service, and effective communication with partners.
• Input detailed plans, agendas and timelines into EMS- EM, Social Tables, 25 Live software systems for each event/meeting planned to ensure all UMC internal parties have necessary information to perform services sold to client.
• Alert UMC Associate Director for Event on the need for a SAFE meeting or situational awareness to SERT, or SET committees, when event is VIP and/ or may cause undue staffing impact on campus.
• Coordinate and troubleshoot problems that may arise in the delivery of services and spaces scheduled.
• Schedule and conduct planning meetings with client that may include catering operational staff, AV Lead or UMC set-up Event Manager, and UMC Security to ensure clear understanding of all needed arrangements.
• Conduct site surveys with clients with other CU Service departments such as Risk Management, Facilities Management, and CUPD to ensure that all guests attending are safe and risk liability are assessed and understood.
• Coordinates UMC Security when the need arises.

Client Catering Requests

• Handle client catering requests. These can be anything from simple deliveries to fully staffed VIP catered functions. Position advises client on menu options that best fits their needs and budget.
• Responsible for guiding the client in the best use of their available budget by having a strong understanding of the various nuances of menu development.

Event Compliance and Policies

• Review events for policy compliance to ensure that events are operating within campus policies.
• Provide necessary information, weblinks, and forms to vendors, ensure completion, and tracking the approval process.

Reserves Meeting Spaces

• Work with clients to create misc reservations such as loggia tables, table tents, banners, display cases and canvassing locations.
• Reserve UMC and non-academic scheduling spaces (classrooms and outdoor spaces) using the appropriate scheduling software.
• Ensure completed room reservation information is provided to the customer and the appropriate University Departments who may need information regarding the event.
• Refer client to alternate schedulers/facilities when Centrally controlled classroom spaces and the UMC spaces are unavailable.
• Explain all CUUF, UMC, Health Promotions, CUPD, Office of Integrity, Equity, and Compliance policies regarding the use of space on the Boulder campus.
• Provide the necessary forms (Event Management form and Events with Alcohol form) and ensures completion, as well as, tracking the progress of the approval process.

Other Responsibilities

• Provide assistance to other associated UMC and campus departments, including the UMC Setup and AV team or Campus Dining & Hospitality Operations team for events or deliveries as needed.
• Answer phones, and take walk-ins inquiries, when time allows.
• Participate in UMC committee work, annual UMC wide sponsored programs, assessment work, assist with move-in, convocation, marshaling for commencement.

What You Should Know

• These positions are primarily onsite with the occasional opportunity to work remotely dependent upon business need.
• May be required to work on nights and weekends on occasion.

What We Can Offer

• The annual salary for the Senior Event Planner is $61,200.
• The annual salary for the Event Planner is $51,000.
• Onboarding assistance is available within Student Life division guidelines.
• Our outstanding benefits include:
• Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year.
• Access to medical, vision, dental and life insurance.
• Tuition reimbursement.
• A 10% employer contribution retirement plan.
• EcoPass for free RTD rides.
• Opportunity for career growth within the division of student life and the CU Boulder campus!

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be collaborative. Be inclusive. Be Boulder.

What We Require

Senior Event Planner:

• Bachelor's degree in business, hotel management, commercial recreation or tourism or related field. Appropriate experience will substitute for the required education on a year-for-year basis.
• Minimum of 3 years of experience as an event planner or a similar role. Equivalent combination of education and experience may substitute.

Event Planner:

• Bachelor's degree in business, hotel management, commercial recreation or tourism or related field. Appropriate experience will substitute for the required education on a year-for-year basis.

What You Will Need

• Knowledge of business English, spelling, and grammar.
• Knowledge of the appropriate questions to ask in guiding client through the event planning process.
• Ability to communicate effectively both orally and in writing.
• Ability to draft correspondence.
• Ability to gather information about event services desired, research and determine appropriate expenses associated with services
• Ability to establish and maintain good rapport with clients, staff and other departments.
• Ability to plan, organize and carry out assignments effectively with limited supervision.
• Ability to analyze information, assess situations and make decisions.
• Ability to negotiate with others.
• Ability to apply campus policies and procedures.

What We Would Like You to Have

Senior Event Planner:

• 2 years of working in Events Planning and Catering Office or similar role.
• Understanding of campus and departmental processes and policies.
• Previous experience working with VIP clients.
• Some experience in a hotel, association or university event planning setting.

Event Planner:

• Some experience in a hotel, association or university event planning setting.

Special Instructions

To apply, please submit the following materials:

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by August 10, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

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