Event Planner - Center for Literacy Educ and Employment - UTK

The Event Planner is responsible for designing, planning, managing, and executing a wide range of events from conception through completion. This role ensures that all events reflect the mission, values, and culture of the University of Tennessee and the Center for Learning, Education, and Employment (UTK-CLEE). The position requires a high degree of professionalism, creativity, and organizational skill to deliver exceptional experiences for participants, partners, and stakeholders.

The Event Planner leads all phases of event management—concept development, logistics coordination, vendor and sponsor management and relations, budgeting, on-site execution, and post-event evaluation. While the position may supervise or direct the work of event staff or contractors, its primary focus is on strategic planning and hands-on management of event projects. Success in this role requires a blend of project management expertise, interpersonal communication, and an ability to balance multiple priorities under strict deadlines.

Competencies for this position are typically gained through a combination of formal education, specialized training, and professional experience in event planning, hospitality management, or a related field.

Typical functions listed below are examples of work performed by positions in this role and are not intended to be all-inclusive. Some duties may overlap levels; however, the preponderance of the work will be assessed when assigning positions to specific levels.

PROJECT MANAGEMENT

• Initiates the project planning: defines goals, assesses feasibility of project components, and gains an understanding of sponsors vision and priorities. 
• Manages the project planning and budget: adheres to the project scope and budget, sets realistic timelines and cost estimates, and develops the plan for execution and progress assessment.
• Manages the day-to-day project activities and ensures tasks are completed.
• Communication management: Keeps the project team and stakeholders informed with the right information at the right time.
• Resource management: Organizes and manages the project’s staff, equipment, and materials effectively.
• Progress assessment: Monitors progress against the project plan and takes corrective action when needed.
• Change management: Manages changes to the project scope.
• Procurement support: Collaborates with the appropriate staff to manage event contracts and purchasing necessary goods or services from external vendors.
• Integration management: Ensures all project components to work together smoothly. 
• Develops procedures and protocols for events planning and execution.
• Aligns events strategically to organizational mission.
• Cultivates and maintains relationships with event sponsors and vendors and acts as the primary liaison between event sponsors, event staff, vendors, and UTK-CLEE business team and leadership.
• Researches industry trends and sets the creative tone for events. 
• Identifies opportunities for procedure improvement and makes effective recommendations.
• Identifies potential event risks and challenges and creates and employs mitigation strategies.

LOGISTICAL 

• Develops detailed run-of-show for the entirety of an event.
• Works with event sponsors to identify safety and security goals and plans for events then collaborates with appropriate external vendors to develop and implement strategies to meet these goals and execute these plans
• Plans the design, appearance, presentation, and details of events.
• Plans and coordinates production details and timelines.
• Negotiates and coordinates with venues and vendors.
• Oversees and manages logistical details of events such as event communications, food and beverage orders, hotel blocks, transportation, audio and visual services, exposition services, guest registration, speakers, security, parking, and post-event documentation and reporting.
• Ensures the event takes place smoothly.
• Through partnerships and collaboration and when the opportunities present themselves, identify potential new/future event opportunities.
• Plans and executes events both with a team and at times independently.

SUPERVISION

• Assigns project roles and tasks.
• Provides work direction or supervision to event staff on tasks related to the project.
• Quality control: Ensures deliverables meet defined standards and sponsor expectations.
• Manages on-site staffing plan and appoints on-site event leads.

Required Qualifications

• Education: Bachelor’s Degree

• Experience:

  • Bachelor’s degree and three (3) years of relevant ev