Event Planner

DEPARTMENT: Space Sector Programs

REPORTS TO: Senior Director of Global Events & Production

POSITION SUMMARY/OBJECTIVE:

As a key representative of Space Foundation’s brand, the Event Planner is responsible for planning, coordinating, and executing all Space Foundation events and conferences. This role ensures that events maintain the Foundation's standards and protocols, particularly when attended by high-profile figures such as Board Members, the CEO, visiting dignitaries, political leaders, and media-attracting guests. The Event Planner handles logistics related to venue selection, entertainment, contracts, technology, transportation, and catering, while also possibly acting as a host or escort for special guests. The role involves moderately complex to less complex tasks and offers guidance to less experienced team members on routine issues.

RESPONSIBILITIES:

• As event lead or supporting the Senior Event Planner, create exceptional experiences that reflect Space Foundation’s brand and adhere to all standards.
• Ensure events meet objectives and deliver a superior audience experience.
• Develop detailed project plans for moderately complex events.
• Manage timelines, ensuring deadlines and deliverables are met within budget.
• Oversee on-site event logistics, production schedules, and timelines.
• Negotiate contracts with service providers, such as hotels and AV vendors, up to $2,500.
• Conduct client meetings to understand their needs and provide event execution guidance aligned with Space Foundation’s brand standards.
• Provide recommendations for event themes, room setups, staging, venue selection, food & beverage, logistics, and entertainment.
• Proactively address and advise on potential execution issues.
• Partner with third-party vendors to ensure their services meet Space Foundation’s protocols and brand standards.
• Participate in vendor selection, evaluate their performance, and ensure contract adherence.
• Collaborate with internal teams.
• Perform additional tasks as assigned.

SUPERVISORY RESPONSIBILITIES:

• This position does not have supervisory responsibilities.

BUDGETARY RESPONSIBILITIES:

• This position does not have budgetary or financial oversight responsibilities.

COMPETENCIES:

• Administration and Management: Strong knowledge of strategic planning, resource allocation, and leadership in event production.
• Customer and Personal Service: Understanding customer needs and providing top-tier service to meet or exceed expectations.

QUALIFICATIONS:

• Bachelor’s degree in hospitality or related field.
• Minimum of 6 years of association, non-profit or corporate event planning experience.
• CMP Certification.
• Experience in event production or related fields is preferred.
• Experience working with all levels of management is preferred.
• Project management experience is preferred.

PHYSICAL DEMANDS:

This position involves extended periods of sitting or standing at a workstation and frequent use of a computer and other standard office equipment. Occasional movement, including walking, lifting, or carrying items up to 40 pounds, may be required. Reasonable accommodation will be made to support individuals with disabilities in performing essential job functions.

WORK ENVIRONMENT:

This role is primarily based in an office environment, with access to standard equipment and furnishings. The employee may occasionally be required to participate in offsite meetings or events, including potential travel as needed. The work environment is quiet to moderate in noise level. Reasonable accommodation will be made for individuals with disabilities.

JOB STATUS:

• FLSA Classification: This position is exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is not eligible to receive overtime pay.
• Full- or Part-Time: This position is full-time in nature. An individual in this position will work a schedule consisting of 40+ hours per week.
• Work Location: This position’s primary work site is at Space Foundation headquarters in Colorado Springs, CO. The nature and responsibilities of this position are such that it is eligible for alternative worksite arrangements, such as working from home or telecommuting, on a consistent or recurring basis. Space Foundation’s current hybrid policy allows for up to two remote days per week.
• Regular Schedule: The position's usual business days are Monday through Friday, and its usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which it is located.

BENEFITS:

Space Foundation offers a comprehensive benefits package including:

• Medical, dental, and vision insurance
• Employer-paid basic life and AD&D coverage
• Short- and long-term disability insurance
• 401(k) plan with employer contribution
• Paid holidays and generous paid time off
• Access to employee assistance program (EAP)

EEO STATEMENT:

Space Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.