Event Management Team

The event management team is waiting for you! Read the job descriptions and apply through the link on the left or see Professor Kasa with questions.

Core Team

Prof. Naomi Kasa // Faculty Director

The Faculty Director provides key guidance and support to the event management team.

Sr. Event Manager

The Sr. Event Manager works with the Faculty Director to ensure all aspects of the event planning and management process align with the stated needs of the client.

Key Responsibilities:

  • Manages the key logistics of the event
  • Creates the event schedule
  • Creates documentation and disseminates it to all team members
  • Manages deadlines and expectations
  • Manages people and resources for the day-of event
  • Approves concessions, works with the Marketing/PR manager to garner sponsorships and donations
  • Coordinates the student showcase
  • Determines budget, makes purchases and keeps accounting logs up-to-date
  • Keeps the client (Communication Department) updated on event progress and changes
  • Makes budget and resource requests to the client / is the team representative
  • Creates and maintains relationships with campus offices such as Event Relations, Student Life and Bon Appetit
  • Works closely with the Creative Director and the Marketing/PR Manager

Creative Director

The Creative Director works with the Faculty Director to create the visual style of the event that will inform the work of the design team, the marketing team and the logistics team.

Key Responsibilities:

  • Creates style guide documentation and disseminates it to all team members
  • Manages deadlines and expectations
  • Coordinates between all teams when design needs are involved
  • Checks and approves design work
  • Creates a production schedule
  • Determines materials and budget, makes purchases and keeps accounting logs up-to-date
  • Recruits specialized volunteers
  • Ensures all teams have the design deliverables that they need
  • Maintains archive of all assets and materials
  • Coordinates with the Graphic Designer and Design Coordinator to make sure they are properly resourced
  • Works closely with the Sr. Event Manager and Marketing/PR Manager

Marketing & PR Manager

The Marketing & PR Manager is responsible for the development and implementation of event marketing plans and strategies that will achieve current and long-range marketing and event objectives. The Event Marketing Coordinator will be responsible for all areas of the event marketing process, including strategic, creative, financial, and tactical. Reports to Faculty Director.

Key Responsibilities:

  • Creates and implements marketing plan for the event
  • Conducts targeted research and maintains a detailed database of feedback and contacts
  • Collaborates with events team to determine scope of marketing deliverables
  • Recruits and manages volunteers
  • Creates and maintains the marketing schedule, and allocates budget for key deliverables
  • Creates and maintains strategic partnerships with Vanguard community
  • Pursues outside sponsorship and support
  • Provides support and guidance for media coordinators

Social Media Coordinator

The Social Media Coordinator creates and maintains dialogue with online constituents and promotes the event through relevant channels. Reports to the Marketing and PR Manager.

Key Responsibilities:

  • Works with the Marketing and PR Manager to screen social networks and choose the right platforms to reach the core audience
  • Collaborates with the event team to create materials and coordinate outreach
  • Designs the presence of the event on those networks
  • Wins followers, motivates users to engage
  • Maintains a consistent, active presence on social media
  • Posts content on social media and coordinates contributions from others
    Monitors the success of the social networking activities
  • Creates and maintains detailed reports on community feedback, successful engagement models and areas for improvement

Print/Interactive Media Coordinator

The Print/Interactive Media Coordinator engages with the core audience and surrounding community through the creation and delivery of targeted print materials and interactive media. Reports to the Marketing and PR Manager.

Key Responsibilities:

  • Works with the Marketing and PR Manager to assess needs and choose the right media to reach the core audience
  • Collaborates with the event team, especially the design team, to create materials and coordinate outreach
  • Designs the presence of the event in print media and interactive marketing installations
  • Recruits volunteers to assist when needed
  • Motivates community to engage, raises overall event profile
  • Monitors the success of the print and interactive marketing activities
  • Creates and maintains detailed reports on community feedback, successful engagement models and areas for improvement

Graphic Designer

The Graphic Designer creates and delivers key art and completed design work to the marketing team and the logistics team. Will be responsible for creating assets for social media promotion, print marketing materials such as flyers and posters, event signage and programs, and video/motion graphics. Reports to the Creative Director.
Note: must be proficient in Adobe Photoshop and have some experience in Adobe Illustrator and InDesign. A portfolio of work is highly recommended.

Design Coordinator

The Design Coordinator executes the "look" of the event, through decor, staging, set construction and other means. Works closely with the Event Manager to determine layout, fixtures and furniture. Ensures that the aesthetic of the event follows the event style guide and corresponds with all marketing materials. Reports to the Creative Director.

Production Manager

The Production Manager coordinates the live event and its participants.

Key Responsibilities:

  • Recruits key volunteers
  • Determines technology requirements for event
  • Resources technology and key tech personnel for event
  • Provides cost estimate to Sr. Event Manager, books approved resources
  • Collaborates with event team to recruit host and presenters
  • Creates live event script and timing
  • Coordinates talent rehearsals and tech run-through
  • Keeps live event on schedule

Event Manager

The Event Manager ensures that the actual event is resourced, permitted, planned and scheduled.

Key Responsibilities:

  • Books and coordinates all concessions
  • Books and coordinates physical resources, such as furnishings and technology
  • Ensures event has appropriate permissions and permits
  • Recruits volunteers for event set-up and tear-down
  • Creates event layout, coordinates construction and load-in schedule for all decor and staging items
  • Works with marketing team to create day-of strategy, including resourcing event photographers and videographers
  • Works closely with Production Manager to create day-of event timing/schedule
  • Is responsible for event site from load-in to tear-down
  • Has key creative input, works closely with Design Coordinator
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