The Center on Reinventing Public Education (CRPE) invites letters of interest from qualified event planning professionals with extensive experience providing operational and logistical support in the planning and execution of in-person conferences. CRPE, based at Arizona State University’s Mary Lou Fulton College for Teaching and Learning Innovation (MLFC), is a research hub that rigorously examines and tests transformative ideas for improving K-12 public education.
Project Description
Our organization is actively seeking an event planner and coordinator to provide operational and logistical support in the planning and execution of our AI in Education Forum to be held in September 2025. Responsibilities will include:
- Supporting and communicating with project leads;
- Communicating with attendees;
- Working with vendors and coordinating travel;
- Ordering supplies and materials within a designated budget;
- Creating an operational plan and organizing an operational committee;
- Codifying activities and approaches; and
- Supervising the in-person event.
The ideal candidate will have extensive experience planning events of this nature and a demonstrated commitment to ensuring successful event execution.
Scope of Work
Support and communicate with project leads
- Work closely with project leads to ensure that the activities below are aligned with the vision for the Forum
- Schedule necessary meetings with project leads and additional team members
- Communicate regular progress updates on responsibilities and workflows; anticipate barriers and risks to logistical planning and surface early
- Ensure that purchases and orders are within budget and tracked
- Elevate concerns to project leads and support problem-solving to address logistical challenges that may arise
Communicate with attendees
- Send out save the dates and invitations (including application materials, as appropriate)
- Track RSVPs and interest in design groups
- Send out follow-ups to encourage RSVPs
- Send out pre-work
- Send out logistics memo before the event
- Send out follow-up survey and information
Work with vendors and coordinate travel
- Act as point of contact for vendors
- Reserve venue and ensure set up is conducive to both small- and large-group sessions
- Research and recommend lodging options; act as point of contact for venue
- Research, finalize, and manage catering throughout the event
- Coordinate travel for attendees, including assisting with reimbursement process
Order supplies and materials within a designated budget
- Co-create a vision for the look and feel of the event
- Order and prepare event assets/decor (badges, swag, signage, etc.)
- Order and prepare necessary supplies (white boards, post-its, pens, etc.)
- Ensure that technology is set up correctly in venue
Create operational plan and organize operational committee
- Create operational plan (run of show) to ensure forum runs smoothly
- Organize committee for on-the-ground help
- Coordinate check-in and material delivery with committee support; ensure appropriate points of contact are clear to attendees throughout the forum
Codify activities and approaches
- Create clear plans and execution strategies for the responsibilities above
- Ensure that all decisions made and approaches taken are well documented
Event supervision
- Prep site prior to event launch
- If needed, travel to venue in advance
- In partnership with the project lead, lead the event logistics and run of show
- Serve as logistical lead during the event; manage group communications (in-person and via WhatsApp group)
- Liaise between venue staff, attendees, and project leads
Key Requirements
- At least five years of experience planning and executing events of this nature.
- Deep understanding of the processes necessary to ensure an organization’s big picture event goals are executed.
- Proven track record of successfully organizing and implementing similar events / conferences.
- Strong project management skills and the ability to effectively handle tight deadlines.
- Exceptional interpersonal and communication skills.
Submission Details
Please submit a 1-2 page document that includes the following:
- Introduction: Briefly introduce yourself or your organization, outlining your event management philosophy and expertise.
- Samples of Past Events: Describe at least two examples of past events, highlighting specific outcomes. Please include at least one client reference for each event.
- Contact Information: Provide your email, phone number, and best times for follow-up discussions.
Budget and Timeline
- The anticipated rate is $75/hour.
- This project runs from April through October 2025, assuming the event is held in late September 2025. We anticipate work time to fluctuate between 10-25 hours/week through the end of the contract.
- RFI Issued: Apr 1, 2025
- Responses Due: Apr 16, 2025
- Project Kick-off: Apr 21, 2025
Please upload your letters of interest here. For questions, please email:
Lavonzell Nicholson
Director, Strategic Operations
lnicho24@asu.edu
