State of Washington Classified Job Specification
EVENTS COORDINATOR 1
Class Series Concept
Positions in this series plan, arrange, and coordinate facility and logistical support for on- and off-site conferences, seminars, and workshops. Incumbents oversee operational detail support services and may have financial responsibility throughout the event including establishing budgets, selecting speakers, lodging, catering, security, publicity, materials, and equipment; negotiating with vendors; determining fees to charge participants; preparing and changing contracts; and collecting and refunding conference fees. Coordination duties are usually complex in nature such as overseeing and monitoring compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance and making arrangements for large-scale, multi-state regional conferences and simultaneous unrelated conferences.
Incumbents make comprehensive arrangements for conferences and resolve all logistical problems that arise during events. Incumbents work with the latitude to make decisions independent of requesters regarding details such as budgets, charges, lodging, type of facility(ies), equipment, materials, speakers, food service, and additional event support services in on- and off-site facilities. Incumbents typically establish conference and event budgets and negotiate rental fees and associated costs for on- and off-site events and establish competitive rates with the goal of recouping all costs, including overhead, negotiate revisions to contracts, and make determinations regarding refunds.
Positions at this level work under general supervision and independently coordinate day-to-day scheduling and use of on-site buildings, rooms, and facilities. Incumbents have extensive contacts with customers to ensure that logistics of events are made and completed on time.
Reviews and prioritizes facilities use requests to assure optimum use of space; assigns space and monitors facility use to assure conformity with policies;
Coordinates events and services such as furniture, equipment, food orders, and custodial services for meetings, conferences, workshops, social functions, and other events involving the use of on-site facilities and equipment;
Maintains liaison and coordinates with building users related to facility use; issues keys; assigns storage space; monitors use and condition of facilities;
Receives and deposits funds received in payment for services provided;
Performs other work as required.
There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.
Positions typically require high school graduation and two years of work experience involving public contact such as secretarial, sales promotion, setting up conferences, public information, or in the hospitality industry.
Class Specification History
New class effective August 10, 2012. New class code with class series concept from 111B Conference Coordinator 2 and definition from 110B Building Coordinator 2. (110B Building Coordinator 2 was established on June 1, 2005 as a result of consolidating 2021 Building Services Coordinator, 2055 Scheduling Center Coordinator.)