About the role

As an Events Officer, Production under the guidance of the Events Coordinator, your primary role encompasses the meticulous planning, production, and delivery of a diverse range of UMSU events. Your expertise will be essential in enhancing the on-campus student experience. Your skill in establishing professional relationships with internal and external stakeholders will ensure events are successful, safe, compliant, engaging and support the objectives of UMSU.

As an organisation providing student-facing services and events, an inherent requirement for this role is the ability to work in person and on site and may require some manual handling of equipment and after-hours work as required.

Key Accountabilities

Event Design, Production, and Delivery

• Production manage and deliver events guided by data and feedback, emphasising continuous improvement and exceeding expectations.
• Coordinate the planning and execution of prominent UMSU events, including orientation activities and the semester calendar of events.
• Create and manage comprehensive event project milestones, timelines, and schedules, including run sheets, delivery/site instructions, and event briefing materials.
• Oversee technical specification requirements with the Events Coordinator and in collaboration with AVMelbourne staff within the allocated budget and project timelines.
• Communicate to project clients the event progress, clarify requirements and collaborate to achieve positive outcomes.
• Identify and propose new event production opportunities that align with UMSU’s strategic objectives.
• Work with students to enhance their understanding of event production in the planning and delivery of their events

Logistics & Compliance 

• Proactively support the delivery of large-scale UMSU events and co-presents including festivals, activations and a range of organisational projects and events
• Take responsibility for the development and execution of event documentation including but not limited to safe food plans, risk assessments, checklists, and contingency plans, ensuring event safety and success.
• Coordinate all logistical elements, including power, cleaning and access, adhering to established policies and procedures.
• Manage venue bookings, conduct site inspections, and ensure optimal event environments.
• Oversee infrastructure supplier sourcing and contracts, including technical specifications, and inductions.
• Brief event delivery teams in the specific safety and compliance requirements

Relationships & Ways of Working

• Collaborate with UMSU staff, student representatives, volunteer directors, and the University of Melbourne’s key stakeholders to execute events that align with UMSU’s strategic goals.
• Coordinate and support pre-event consultation, planning, implementation, and evaluation phases.
• Build productive relationships with internal and external stakeholders to explore and develop event opportunities.
• Promote a positive organisational culture, ensuring excellence in event delivery and offering training and guidance to UMSU teams

Resource Allocation and Management

• Train and manage the casual event staff, including rostering and supervising them to ensure events are adequately supported.
• Monitor event expenses, ensuring adherence to budgets and cost allocations.
• Maintain and update event and supplier information kits and manage events infrastructure and equipment.
• Ensure online event platforms and materials that include event production information are current and accurate.
• Maintain internal Knowledge Base systems, including development of new articles and supporting documentation. 

Key Selection Criteria

Essential Skills and Qualifications:

• A tertiary degree in event management or relevant field, or extensive experience in festival and event production.
• Proven track record in managing large-scale events and festivals.
• Strong organisational skills, able to manage multiple tasks and deadlines effectively.
• Exceptional communication skills, both written and verbal.
• Proficiency in technology, including MS Word/Excel, PowerPoint, Adobe Acrobat, and project management applications
• Proven ability to operate heavy equipment and safe manual handling in accordance with Occupational Health and Safety standards.
• Ability to work autonomously and supervise others
• Current Victorian Driver’s License
• A valid Employee Working with Children Check.

Desirable Attributes:

• Experience in arts organisations, student unions, higher education, or student-led organisations.
• Experience in delivering events to young audiences, in particular, University students.
• Understanding of the principles of student unionism, diversity, and inclusive practice.

About The University of Melbourne Student Union (UMSU)

The University of Melbourne Student Union Inc (UMSU) is a dynamic, for-purpose incorporated association, serving as the representative body for all students at the University of Melbourne. Structured around student control of student affairs, UMSU is governed by an elected Students’ Council and twelve student departments, chosen by and from the student body.

Located in the heart of the University of Melbourne’s award-winning student precinct, UMSU is a vibrant, creative, and diverse social justice organization committed to representing and supporting University of Melbourne students. Their vast arts and culture programs for emerging student artists are run in a state-of-the-art theatre, a professional art gallery, the iconic Rowden White Library and the Ida Bar – the only student bar on campus.