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Posting Detail Information

Working TitleEvent Planning Manager

Position LocationDenver, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202500870AP

Position TypeAdmin Professional/ Research Professional

Classification TitleProf/Indiv Contrib II

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$70,000-$74,000

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

+ Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

+ Explore the additional perks of working at CSU here.

+ For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

+ Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on07/14/2025

Description of Work Unit

The Colorado State University ( CSU ) System, along with its partners, has developed a unique and exciting public facility called CSU Spur at the National Western Center in Denver, Colorado. The CSU Spur campus houses three buildings focused on water, food and agriculture, human and animal health, and sustainability. Within the Spur buildings, CSU conducts research and convenes experts from around the globe; students of all ages engage with science and have opportunities for exploratory learning, transforming their thinking about food, water, and health, and the careers available in these fields; and partners join in programming the space and bringing evolving content to the year-round campus. CSU Spur is part of alarger 250-acre redevelopment project, which started in 2013 and reimagines what the National Western Center can be, creates a site that will support the National Western Stock Show long-term, and makes the location a year-round destination. CSU Spur was created with anAnchor Institution framework (https://source.colostate.edu/csu-spur-anchored-in-community/%22%20HYPERLINK%20%22https://source.colostate.edu/csu-spur-anchored-in-community/) and is committed to supporting the surrounding communities through the programming and activities developed at the campus.

More information about CSU Spur is available atwww.csuspur.org.

Position Summary

The Events Planning Manager is a full-time position that delivers events and provides venue support at CSU Spur to advance engagement and strategic efforts in the Denver Metro area. This position works collaboratively with leaders across Colorado State University to understand the goals and key outcomes for the event. The Event Planning Manager works with various stakeholders to understand and develop overall strategy, deliver signature events (see below) and create new events aligning with the overall strategy. Stakeholders include the VP of Denver Strategy and Engagement at CSU Spur, CSU Marketing and Communications, the CSU Alumni Association, and other within CSU . The Event Planning Manager also works with the CSU Spur Events Team to deliver client events hosted at CSU Spur.

The Events manager models excitement for the profession and has the talent to incorporate best practices into the organizational culture. To be successful, the individual must possess outstanding interpersonal skills with an understanding of the elements of provide exceptional customer service, problem-solving, and administer/execute several programs simultaneously in a highly professional manner. The individual must have a strong background in communication, attention to detail and negotiation tactics. Additionally, the individual must have the ability to manage conflicts and crisis situations as well as design and implement real-time contingency plans. This position should expect to work outside the standard University business hours, including weekend and evening work, as well as time beyond 40 hours during peak seasons.

Initial signature events include, but are not limited to, the following:

+ Spur Programming during theNational Western Stock Show (https://nationalwestern.com/) (16 days), in particular:

+ CSU Day at the National Western Stock Show

+ Other themed days identified on an annual basis

+ Alumni events, seasonal alumni engagement, cooking classes, volunteer opportunities, and lecture/film series, etc.

+ CSU Ramily, hosted by the University & Community Engagement team (summer event)

+ Fundraising Events

+ Second Saturdays at CSU Spur (monthly)

+ Large community events

+ Water in the West Symposium

+ Straayer Conference (policy, political science, democracy)

+ Research and career fairs

+ Innovation events and gatherings (in collaboration with members of Spur innovation ecosystem)

+ CSU Presidential requested events

+ Virtual, hybrid, and in person events

Required Job Qualifications

+ Bachelor’s degree in business, hospitality, communication, sciences, liberal arts, or related field; OR completed bachelor’s degree in any field with a minimum of 3 years of experience in hospitality, event/meeting planning, or closely related experience.

+ At least 3 years professional experience in event planning as primary responsibility.

+ Experience with software used to manage conferences and events. Demonstrated computer skills specifically in Microsoft Office Suite.

+ Ability to work a flexible schedule, including some early mornings, nights and weekends.

+ Demonstrated success at working as part of a team in a complex environment.

+ Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.

+ Excellent written and verbal communication skills.

+ Ability to lift 25 pounds (tables and chairs, event set-up, etc. with assistance).

Preferred Job Qualifications

+ Two or more years of event planning or event management experience in a higher education setting as primary responsibility.

+ Knowledge of and experience working with basic regulations, guidelines, policies, other parameters, and objectives with proven ability to meet deadlines and remain on budget.

+ Demonstrated ability to coordinate multiple projects, prioritize work to maximize productivity, and respond effectively to change.

+ Experience in conference and/or event sales and marketing, the hospitality industry, including contract negotiations.

+ Demonstrated experience in providing exceptional customer service to internal and external stakeholders.

Essential Duties

Job Duty CategoryEvent Planning and Logistics

Duty/Responsibility

+ Create and communicate event plans for signature and other events, based on CSU and CSU Spur leadership goals for each event, including execution plan with key deadlines, roles, and tasks related to the event.

+ Execute/manage some events, as needed and appropriate.

+ Act as the main point of contact and organizer for CSU activities and programs at Spur during the National Western Stock Show (16 days every January). Work with University & Community Engagement events team to plan and execute engagement and programming for this exciting event, which brings the largest number of visitors to Spur each year. Manage logistics for engagement of CSU entities and community and industry partners.

+ Act as the main point of contact to coordinate Education and Community Engagement teams to ensure successful Second Saturdays at Spur, which welcome families and visitors to Spur for family-friendly activities. Coordinate logistics and assist with execution of these monthly events as needed.

+ Comply with university and CSU Spur event process and approvals, including all related event guidelines and policies. Submit space requests, coordinate onsite services, and manage venue logistics.

+ Manage on-site event staffing and/or volunteer schedule to ensure adequate coverage. Schedule power, tables, chairs, and other materials needed onsite. Schedule and support set up and tear down.

+ Assist with developing event budgets by providing stakeholders and event hosts (internal and external) with vendor estimates and past event expense reports. Track and submit event expenses and provide complete budget report after each event.

+ Schedule and facilitate planning meetings as well as debrief following each event to understand bright spots, tensions, and key learnings.

+ Support group travel needs for events (hotel blocks, group transportation, other), as needed. Work with hotels to arrange for room blocks and meeting needs. Manage rooming lists for events.

+ Identify staff/leadership attending events. Create agenda and detailed overviews for leaders and staff for events.

+ Identify branding materials (logo items, name tags, other) needed, and work with Marketing and Communications on brand and marketing material delivery. Order event-related materials and ensure they are delivered with adequate time.

+ Coordinate registration process, data management, participant support, event evaluation (as needed) and updates on event details.

+ Arrange group transportation as needed for events (for example buses, vans).

+ Arrange for catering, working with vendors to create a menu that accommodates participant dietary needs within an identified budget.

+ Work with location contacts on event set up, including room layout, AV needs, meals. Complete walk through of site prior to event.

+ For virtual events, coordinate online delivery, AV and meeting room requirements (for example breakout rooms, collaboration tools).

+ Coordinate with IT, video production, and other teams as needed in support of events and meetings.

Percentage Of Time60

Job Duty CategoryEvent and Venue Management

Duty/Responsibility

+ Manage all aspects of internal and external events including initial consultation, requests, contracting, coordination, on-site assistance, final invoice preparation and account closing.

+ Respond to prospective inquiries, determine rates packages, initiate reservations, conduct campus tours, and manage several facility calendars.

+ Examine the total plans for the event to determine what is needed and anticipate or identify needs the client might not have expressed.

+ Schedule appropriate facilities and other necessary resources, and understand and follow CSU policies and procedures when committing University resources.

+ Advise, recommend, and in some instances execute, procurement of resources required to support event objectives.

+ Identify insurance, safety, policy concerns and connect with appropriate University personnel on issues and exceptions.

+ Maintain strategic relationships and partnerships with various campus constituencies and with business entities to collaborate, implement and promote use of CSU Spur facilities.

+ Communicate regularly through multiple methods (phone, email, forms, calendars, in-person meetings) with clients and partners (on- and off-campus) to confirm program schedules and logistics.

+ Fulfill special requests by thinking creatively and exploring possibilities beyond the normal parameters of service.

+ Provide on-call management and oversight during event entire event duration, including pre-set to take down, coordinate on- and off-campus vendors, serve as a representative of CSU Spur.

Percentage Of Time30

Job Duty CategoryAdministration

Duty/Responsibility

+ Update campus calendars and schedules for guests and stakeholders.

+ Input, monitor, maintain, and evaluate event registrations within the event management system.

+ Evaluate possible room configurations, diagram spaces, and modify content in the event management system.

+ Respond to requests for modifications of system as well as design and approve registration forms, use agreements, confirmation processes and related information.

+ Review and issue invoices, manage method of payment for clients.

+ Solicit feedback on registration and event request processes from clients to improve services.

+ Generate reports for assessment and decision-making purposes.

+ Actively participate and represent CSU Spur Events on a variety of department, division and campus/system committees and initiatives.

+ Demonstrates an active commitment to diversity and inclusion.

+ Other Duties as assigned.

Percentage Of Time10

Application Details

Special Instructions to Applicants

Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, e-mail addresses, and telephone numbers of three (3) professional references. CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.

References will not be contacted without prior notification to candidates. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires)

Search ContactLinds Evens, [email protected]

EEO

Colorado State University ( CSU ) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

References Requested

References Requested

Minimum Requested3

Maximum Requested3

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Do you have at least 3 years of professional experience in event planning as a primary responsibility?

+ Yes

+ No

+ * Have you served as the primary event planner for an event with 200 or more guests?

+ Yes

+ No

+ * Have you planned a VIP event for high-net-worth guests?

+ Yes

+ No

Applicant Documents

Required Documents

+ Cover Letter

+ Resume

Optional Documents