Event Services Manager

About the Position

The Event Services Manager at the Viking Union is responsible for managing the logistics and production of events at the Viking Union and other university venues, overseeing reservation processes, and supervising staff and student employees.

50% – Management of Event Services

• Direct operations of Event Services including Audio/Visual, Reservations and Event Staff services.
• Develop procedures and standards for reservation of space and utilization of services.
• Review quality of facility meeting spaces and venues.
• Consult with clients on event logistics for special events and supervise delivery of support services.
• Schedule staff for setup, take down, capacity monitoring, ticketing, and crowd management.
• Generate estimates and issue service agreements for space and services.
• Lead reconciliation of charges and invoice clients for rentals and services.
• Develop organizational practices to support student event programming.
• Support university preparation for freedom of expression and other unplanned activities.
• Order services and submit work orders on behalf of Student Involvement Organizations.
• Recommend fee structures and rates for service delivery and room rentals.
• Establish annual goals and evaluate delivery quality and capacity.

15% – Oversight of Reservation Desk Operations

• Supervise staff in processing and approving reservation requests.
• Ensure proper procedures for key assignment, equipment checkout, and access control.
• Delegate and review billing for space and equipment use.

15% – Oversight of Audio/Visual Technical Operations

• Supervise delivery of professional Audio/Visual services for special events.
• Review weekly service schedule and verify adequate staffing.
• Delegate and review billing of Audio/Visual Services.

10% – Supervise and Direct Event Services Staff

• Provide general supervision to Audio/Visual Coordinator, Reservations Coordinator, student supervisors, and crews.
• Approve leave, vacation, and overtime as necessary.
• Prioritize work assignments and schedule employees.
• Support and conduct training in inclusion, diversity, and related topics.
• Train staff in equipment setup, crowd management, ticket sales, and technical support.
• Evaluate employees and recommend professional development.
• Conduct hiring processes for student and full‑time staff.

5% – Software and Technology

• Use event management software to track reservations and generate reports.
• Utilize advanced features for custom reporting and workflow refinement.
• Use specialized software for floor plans and diagrams.
• Demonstrate competency in Microsoft Office products.
• Maintain knowledge of audio and visual equipment and select appropriate systems.
• Act as software administrator for other departments.

5% – Fiscal Management

• Budget authority for Event Services; approve purchases and fund transfers.
• Plan cyclic purchase of new equipment for facilities and meeting spaces.
• Monitor transactions to ensure expenses and revenue remain within allocation.
• Create and issue invoices for billing to on‑campus users and off‑campus planners.
• Develop and adjust service fees and rate structures.
• Interpret policy and fee structures to determine appropriate service charges.

• Bachelor’s Degree or equivalent combination of education and experience.
• 2 years of event planning, production, or venue management experience.
• Experience working effectively in diverse and inclusive environments.
• Proficiency with Microsoft Office products.
• Experience supervising employees, including hiring, training, and evaluating performance.
• Strong interpersonal skills, including written and verbal communication and meeting facilitation.
• Attention to detail.
• Experience using software that schedules space and manages resources.

• Coursework in event planning, business management, or communications.
• 4 years of experience in event facility operations or related field.
• Experience with Mazevo space scheduling software or similar product.
• Experience with reconciling, invoicing, or billing clients.
• Familiarity with audio‑visual equipment for meeting rooms and venues.
• Experience creating training for adult learners or college students.
• Experi…