Event and Convening Manager

This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position. 

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.

About Us 
The Stanford Doerr School of Sustainability strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a diverse, equitable, and inclusive environment, and to creating solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

The Stanford Woods Institute for the Environment works to advance global sustainability through new knowledge and practical, fair solutions to pressing environmental challenges. As part of the Stanford Doerr School of Sustainability, the Woods Institute provides an interdisciplinary research hub for scholars from all seven schools at Stanford. Offering targeted research incentives as well as convening, education and leadership programs, the Woods Institute supports faculty, researchers, and students as they investigate and advance solutions to critical climate, environment and sustainability challenges. Working on campus and around the globe, the Woods Institute and its hosted centers and programs combine cutting edge scholarship, diverse partnerships and deep engagement across sectors and disciplines to advance just, practical solutions for people and the planet.

The Event and Convening Team’s work is central to the Woods Institute’s core strategies for fostering collaboration, building a robust research community, and connecting research to action through convenings that span disciplines and sectors. The team’s two event planners provide event management, promotion, and logistical support for the Institute, its hosted centers and programs, and strategic collaborators. The team coordinates aspects of high-quality events for internal and external audiences that a) showcase the broad environmental research conducted at the Woods Institute; b) foster collaboration by scholars across campus; and c) grow the Institute’s community, networks, and reach.

The Event and Convening Manager supports these activities by independently strategizing, planning, and executing a diverse range of events, from routine internal events and meetings to public webinars to high-profile donor meetings to complex special events and multi-day conferences. Additionally, this role is responsible for all logistics as well as other key elements of high-quality, highly visible donor and stakeholder related events, including advisory council meetings, workshops, large and small-scale webinars, and community convenings. 

Specifically, the Event and Convening Manager will plan and manage logistics, including venue research, selection and booking, catering and A/V vendor procurement and coordination, registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. This role also provides on-site event support and coordinates event-related collateral material and marketing/promotional activities.

The Event and Convening Manager reports to the Communications Director in the Stanford Woods Institute for the Environment.

Your Responsibilities will include:

• Initiate and lead meetings with stakeholders to plan scope and format of events and develop professional customer-focused relationships with event clients.
• Serve as project leader on specific events, coordinating teams that plan, implement and manage all aspects of events such as: audience development and registration, marketing, IT and AV support, and media outreach.
• Oversee budget planning, monitoring, and management of events in close coordination with the Woods finance team.
• Oversee development and deployment of registration strategy and logistics using best practices and project/constituent management tools such as Cvent and Salesforce.
• Build and maintain relationships with internal and external partners such as other event planners, Stanford faculty, senior staff, donors and alumni, business executives, social sector leaders, government representatives, sponsors, community leaders, and the Stanford community.
• Procure and coordinate vendor services including registration systems, website listings/updates, event invitations, programs, discussion papers, and other collateral requiring copy editing, design and print services as well as webinar/video streaming production.
• Review administrative procedures, understand and articulate university policies regarding safety, security, emergency procedures, ADA compliance, and noise policies to conference clients. Monitor and ensure compliance with these policies during events.
• Research and provide recommendations for potential event locations and evaluate alternatives. May be required to make site visits and travel to events away from campus as necessary. 
• 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.
• Oversee venue management and logistical event elements such as parking and transportation, facilities, audio/visual, catering and décor, rain/emergency and contingency plans, and other logistics as needed. 
• Provide on-site event support. Staff events independently and as part of a team.
• Perform routine event and conferences-related analytics and maintain documentation, record keeping, and file organization.
• Conduct research and forward planning for future speakers and events.