Position Introduction:

The Coffee Festival Event Planning Assistant is a Federal Work Study Position that supports the planning, preparation, and coordination of the annual Coffee Festival. This position will assist with vendor and sponsor communication, event logistics, organization of festival materials, and on-site event support. The role is ideal for a student interested in event planning, hospitality, marketing, communications, or community engagement.

The student employee must be available to attend and assist with the Coffee Festival on March 6, 2027.

Essential Duties and Responsibilities:

• Contact prospective and confirmed vendors and sponsors by phone and email.
• Maintain organized records of vendor and sponsor contact information, agreements, payments, and participation details.
• Follow up with vendors and sponsors regarding deadlines, event requirements, and requested materials.
• Assist with organizing vendor applications, sponsorship information, and event documentation.
• Coordinate event logistics, including vendor placement, tables, signage, equipment, supplies, and registration materials.
• Assist with creating event schedules, checklists, maps, and planning documents.
• Help prepare promotional materials, welcome packets, name badges, and other festival materials.
• Communicate event updates and instructions to vendors, sponsors, volunteers, and internal staff.
• Assist with event setup, registration, vendor check-in, guest support, and cleanup.
• Help troubleshoot basic issues during the event and direct questions to the appropriate staff member.
• Maintain a professional and welcoming presence when communicating with community partners and event participants.
• Perform other event planning and administrative duties as assigned.

Required Education and Experience:

• Must be currently enrolled in the Fall 2026 Term as an undergraduate student in good standing at the University of Oklahoma.
• Hiring contingent upon verification of current student status.

Required Qualifications:

• Currently enrolled as a student in good academic standing.
• Strong written and verbal communication skills.
• Comfortable making professional phone calls and communicating through email.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Dependable, professional, and able to work independently.
• Ability to work collaboratively with staff, vendors, sponsors, and volunteers.
• Basic proficiency with Microsoft Office, Google Workspace, or similar programs.
• Must be available to attend and work the Coffee Festival on March 6, 2027

Required Certifications and Licenses:

None

Department Preferences:

• Previous experience with event planning, customer service, hospitality, fundraising, or community outreach.
• Experience communicating with vendors, sponsors, or external organizations.
• Familiarity with spreadsheets, event registration systems, or project-management tools.
• Interest in event management, marketing, communications, hospitality, or nonprofit work.
• Knowledge, Skills, and Abilities
• Strong attention to detail.
• Professional telephone and email etiquette.
• Ability to organize information and maintain accurate records.
• Ability to follow instructions and respond appropriately to changing priorities.
• Strong interpersonal and customer-service skills.
• Ability to remain calm and helpful in a fast-paced event environment.
• Willingness to take initiative and assist where needed.