Event Services Reservationist – Student Union - UTK

The Event Services Reservationist intentionally allocates space to advance campus community, managing space reservations, processing event invoices, and maintaining detailed operational data including KPIs and event satisfaction metrics through dedicated reservation and room diagramming software. This role is the primary point of contact for event planners and campus offices, routinely coordinating room setup requirements, attendee counts, equipment needs, and Vol Dining catering logistics while ensuring all events adhere to university policies and emergency protocols. The Reservationist also provides on-the-ground facility oversight during events, stepping in as the lead professional staff member when needed, and offers planning guidance and resource support to student organizations. This role ensures set-ups and event details are fulfilled at the start of each workday.  In addition, this position contributes to departmental meetings and planning efforts, monitors emerging trends in Student Union operations, and represents the university within regional and international professional organizations.

60% [Administrative]

• Responsible for managing meeting and event space reservations and entering corresponding information into reservation software. 
• Filing, printing event schedules and setup reports and information for the next day. Routinely follows up with guests regarding room setup, number of attendees, and equipment needs for their event.
• Communicates with offices and individuals across campus regarding requests events. 
• Serves as a liaison for Vol Dining catering coordination. Ensure events and event planners adhere to best practices, including university event, policy and emergency protocols. 
• Process all event invoices for Student Union spaces (approved by Associate Director). 
• Maintain operational data and space usage assessments, including KPIs and event satisfaction metrics. 
• Communicate room setup, AV, catering needs and other event related needs to student union staff and related operational teams.

35% [EVENT SERVICES & OPERATIONS] 

• Provide facility oversight and management for events/meetings scheduled to utilize Student Union space, serving as lead professional staff person when other professional Student Union staff are unavailable.
• Manage reservations and event execution on all student union outdoor spaces and tabling locations. 
• Provide event support including pre-event planning through phone consultations, in-person meetings, and facility tours. 
• Coordinate technical setups and operation of AV equipment in collaboration with Tech staff. 
• Assist with event crowd management.
• Monitor services, safety, and security of Student Union.
• Identify/Resolve immediate operation issues within the facility.
• Manage fulfillment of all morning event room sets daily and responds to last-minute requests as needed. 
• Use Social Tables software for event diagramming when necessary. 
• Support and advise student organizations by providing event planning guidance, development support, and resource allocation.

5% [OTHER] 

• Participate in departmental and divisional meetings, planning efforts, and collaborative projects in support of Student Union and Student Life priorities.
• Participate in the implementation of the Student Union Emergency Action Plan as needed.
• Represent the university as a member of regional and international organizations; Monitor current trends in student union operations to determine potential application or impact to the department.