Events Planner

California, United States
31 Jan 2019
End of advertisement period
31 Mar 2019
Contract Type
Fixed Term
Full Time

Job Code: 4883
Grade: G

The Human-Centered Artificial Intelligence (HAI) Institute (, is a university-wide effort to organize and enhance Stanford’s vibrant intellectual resources around an institute dedicated to the future of AI. It will provide a shared space for research across disciplines, foster a global dialogue among academia, industry, government, and civil society, and encourage responsible leadership in the development of AI.

As HAI’s lead Events Planner, the incumbent will plan and execute all major center events, such as conferences, workshops, seminars, and other institute-related events and programs.  The incumbent will be responsible for consulting with event organizers and other stakeholders to plan logistics, including budgeting, registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.  The Events Planner may also provide support to execute educational programs sponsored by the Institute, which may occur at locations outside of the Bay Area.

As part of a new and high-profile organization at Stanford, a motivated individual will have the opportunity to make substantial contributions in other functional areas related to building the initiative, offering a substantive career development opportunity in an entrepreneurial environment.  The incumbent may also support the work of other, related, Stanford centers or institutes as appropriate.

This position is a two-year fixed-term appointment, which is renewable based on performance and funding.


Plan and execute events, such as seminars, conferences, and other university related events. Plan and manage logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Procure and coordinate vendor services. Provide on-site event support. May research and provide recommendations for potential event locations and evaluate alternatives.


  • Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
  • Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
  • Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
  • Oversee development of registration strategy and logistics.
  • Build and maintain relationships with internal and external partners.
  • Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
  • Research and provide recommendations for potential event locations, and evaluate alternatives.
  • Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
  • May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
  • Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.
  • Train and supervise junior event planners in proper execution and implementation of events.
  • May oversee support staff, students, and contingent event staff.
  • * - Other duties may also be assigned, not all unique aspects of the job are covered by this job description.


Education & Experience:

Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities (required):

  • Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
  • Excellent project management skills, and the ability to manage complex timelines and multiple projects.
  • Ability to work both independently and as part of a team.
  • Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
  • Exceptional customer service skills with the ability to cultivate partnerships.
  • Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
  • Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.
  • Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Desired qualifications

Prior work experience at Stanford University and/or in higher education strongly preferred

Certifications and Licenses:

  • Valid Non-Commercial Class California Driver’s License.


  • Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
  • Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class license and drive day or night.
  • * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


May require some travel and working evenings and weekends.


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://a


Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.