Event Services Manager

Overview

Position Title:

Event Services Manager

Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs and community. The Viking Union Department supports Western's mission by advancing student-focused services and welcoming spaces that contribute to belonging through meaningful connections, joyful celebrations, and shared learning.

The Viking Union Department supports Western's mission and encourages applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences.

The Event Services Manager is responsible for
1) the management of services that support the logistics and production of events at the Viking Union and large-scale university events held on the Bellingham Campus, and
2) oversight of reservations processes for the Viking Union Lakewood and exterior spaces on campus. The manager directs event setup and technical services, including supervision, scheduling, and training of staff, estimating costs, establishing service agreements, and coordinating logistics with customers, service providers, and space approvers. This position supervises the Reservations and Access area, confirming and reviewing space reservations and management of keys.

This position provides expertise, consultation, policy interpretation, risk assessment, logistical planning, and negotiation with stakeholders to support event execution. It guides customers through the planning process and helps navigate university policies, laws, and procedures related to use of university facilities for events, including freedom of expression and public assembly. It also mentors student supervisors and develops experiential education and professional development opportunities for students in event planning and service delivery.

The position has Budget Authority for a $475,000 budget and completes monthly billing totaling over $148,000. Occasional evenings or weekends may be required to support major events.

50% - Management of Event Services

• Directs the operations of Event Services including Audio/Visual, Reservations and Event Staff services to support logistics and production of events/conferences at the Viking Union and other WWU venues.
• Develops procedures and standards for space reservations and utilization of services offered to clients.
• Reviews the quality of Viking Union facility meeting spaces, venues, furnishings, and equipment.
• Consults with clients on event logistics for WWU special events and supervises the delivery of event support services. Assigns staff to consult with and deliver event support services for more routine events.
• Schedules event staff for setup and takedown of event furnishings, monitors capacity, and coordinates crowd management.
• Generates estimates for events and issues service agreements for space and services used by event planners and sponsors.
• Leads and delegates the reconciliation of charges for space use and services; invoices clients for all Event Services rentals and services.
• Develops organizational practices to support student event programming.
• Supports the university’s preparation for freedom of expression and other unplanned activities.
• Orders services and submits work orders for Student Involvement Organizations in support of complex student events.
• Develops and recommends fee structures and rates for service delivery and room rentals.
• Establishes annual goals for the Event Services Team and evaluates the quality and capacity of service delivery.

15% - Oversight of Reservation Desk Operations

• Supervises staff in processing and approving reservation requests for Viking Union facilities (VU, Lakewood, Viqueen, etc.) and Associated Student Motorpool, and oversees extracurricular space use approvals for academic classrooms and exterior spaces.
• Reviews procedures for assignment and tracking of keys and checkout of departmental equipment; refers access control issues to the Area Access Manager.
• Delegates and reviews billing for space and equipment use.

15% - Oversight of Audio/Visual Technical Operations

• Supervises staff in delivering professional Audio/Visual support for campus events, including live sound reinforcement, projection, digital presentations, lighting, and virtual meetings.
• Reviews weekly service schedule with the Audio Visual Services Coordinator and ensures events are adequately staffed and logistics are efficient.
• Delegates and reviews A/V billing.

10% - Supervise and Direct the Work of Event Services Staff

• Provides general supervision to the Event Services A/V Coordinator (1.0 FTE), Reservations and Access Coordinator (1.0 FTE), paraprofessional student supervisors, and student crews of 15-20 employees, with second-line supervision of 15-20 student employees.
• Approves leave, vacation schedules, and overtime as necessary.
• Reviews and prioritizes work…