Assist with negotiations for space contracts and book event space arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate de’cor (florals, linens, color scheme, etc.), to meet the quality expectation of the alumni association.
Aggressively gather information on each project to achieve quality event productions
Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
Create and revised room layouts for each event
Propose new ideas to improve the event planning and implementation process
Serve as liaison with vendors on event-related matters
Assist with managing on-site production and clean p for events as necesssary
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
Close out all evens as required.
Assist with preparing budgets and provide periodic progress reports to staff directions for each event project
Keep track of event finance including check requests, involving, invoicing, and reporting
Coordinate appointments and visits to see our space, and scheduling of events on the calendar
Prepare and modify event contracts as requested
