Events Coordinator

Georgetown University

To ensure the to the smooth functioning of GU-Q s academic, cultural, and social engagements, the Events department is looking for an Events Coordinator. This role involves organizing and managing events, ensuring each one is planned and executed seamlessly from initial preparation to event completion.

Key Accountabilities

• Serve as the primary contact for all GU-Q assigned events within designated shifts, managing all aspects of the event.
• Ensure pre-event and on-the-day task execution for smooth event operations.
• Collaborate and communicate effectively with diverse stakeholders (event owners, Building Operations, IT, pantry staff, Auxiliary Services, etc.), offering comprehensive logistical and administrative support for major events.

Key Activities

• Engage with stakeholders before events to understand needs and requirements.
• Respond to inquiries from event owners, vendors, guests, and participants regarding GU-Q events.
• Determine the location of the venue and coordinate the logistical setup, including liaising with Building Operations for event locations, parking arrangements, security, handymen support, etc.
• Coordinate with GU-Q Communications regarding media relations, invitations, and advertising.
• Coordinate the timely invitation labelling to allow for mailing or delivery.
• Coordinate with IT to ensure proper AV setup and services.
• Coordinate with Auxiliary Services for pantry services, transportation, and extra cleaning.
• Ensure the internal and external signage is in place.
• Prepare risk assessment for scheduled events and present safety briefings to event attendees.
• Supervise the overall catering function for events, including contracting the caterer, monitoring the set up, and ensuring food hygiene.
• Oversee provision of photography and translation.
• Ensure the stage and other venue setups are correctly arranged.
• Ensure that events are posted to the appropriate GU-Q calendar.
• Coordinate required supplies such as office and entertainment supplies, decorations.
• Attend scheduled events within the shift to provide support, facilitate microphone distribution, and trouble shoot as required.
• Manage registration and attendance at the event.
• Coordinate the work of volunteers and student workers.
• Prepare any relevant post-event documentation and take note of event successes and difficulties for future improvement.
• Maintain inventory of events supplies, including Academic Regalia, decorations, etc.
• Other similar duties, as assigned.