Event Associate, Application Close: November 13, 2026

Job Description

Job Description

GENERAL PURPOSE OF POSITION:

Hospitality is a bedrock value for the UCC to explicitly name in our ministries as we continue to seek a just world for all and offer an extravagant welcome. The Hospitality Ministries and Event Services team is responsible for meeting planning and implementation attending to all details that support a successful outcome for the staff of the national setting in hosting guests.

The Hospitality Ministries and Event Services Associate, under the direction of the Team Leader, supports the work of the team in the areas of registration, venue relationships, and event support. The Associate will also assist in creating a culture in the national setting of the United Church of Christ that is hospitable and welcoming to staff and visitors and that fosters cooperation, collaboration, and team building among the staff of the Covenanted Ministries, positively impacting the partnership of the national setting with conferences and local churches; and supports the Mission, Vision, and Purpose of the United Church of Christ across all programs and ministries.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

In supporting the meetings and events of the national setting the team works diligently to keep up with best practices in the hospitality industry, including changes and emerging trends for in-person, hybrid, and virtual events. The Associate is required to obtain and maintain certification (CFMP) through the Religious Conference Management Association (RCMA.) It is also expected that the Associate to be or become proficient with the Cvent Registration software platform.

Meetings/Events at 1300 and Off-site

Provide a hospitable and welcoming environment to staff and visitors—“Be hospitable to one another without complaining.” 1 Peter 4:9 “Hospitality means we take people into the space that is our lives and our minds and our hearts and our work and our efforts. Hospitality is the way we come out of ourselves.” Joan Chittister

• Reserve conference rooms and ensure that the technology in the room is in working order.
• Arrange for welcome signage in the reception area
• Work with IT to ensure that all technological needs are met.
• Provide guidance and assistance to the event host with the design of and registration requirements, site selection, housing, food and beverage, and A/V requests.
• Utilize Cvent to build registration sites for meetings and events hosted by staff of the national ministries.
• Provide registration reports for the meeting/event hosts
• Work with the meeting host to determine the catering budget and recommend a caterer and menu, taking into consideration any special dietary needs.
• Negotiate Food and Beverage rates with venues or caterers
• Contact venue and vendors with revisions and request updated documents.
• At the request of the Team Leader, serve as the liaison in vetting hotels or other venues, and initiate and edit room block contracts for final review by the General Counsel.
• Set up and replenish beverage station(s) and provide a snack tray(s) throughout the meeting.
• Provide on-site after-hours support as requested by the Team Leader
• At the request of the Team Leader, conduct site inspections of prospective venues and/or locations to ensure that the requirements of the group are met, taking into consideration lodging and services available, ADA accessibility, as well as cost and group budget (if provided)

General Synod

Support the triennial business meeting of the Church with an online registration platform and manage hotel room blocks for delegates and staff. Additionally, this event will require travel and at least eight days away from Cleveland, Ohio

• Work with the host city’s housing bureau to set up room blocks to reserve and assign housing for conference delegates, national staff, affiliated ministries staff, associated ministries staff, the United Church of Christ Board of Directors, and other guests attending the General Synod.

• Serve as the General Synod Registrar and build a robust registration site utilizing Cvent, that captures the registration categories of the attendee as required by the General Synod Standing Rules.
• Ensure that all fees collected through the registration process are credited to the correct accounts.
• Provide registration reports to the hosts of Optional Dining Events and other events sponsored during General Synod.
• Identify and work with a vendor for the printing of the General Synod attendee name badges ensuring that delegate and associate delegates are distinct from the general attendees.
• Pack all materials needed for registration to be shipped.
• Coordinate the setup needs of the General Synod “Registration Area” onsite.

• Train and work with the registration volunteers of the Local Arrangements Committee

• Ensure that all sponsor materials are included in the registration bags
• Other duties as assigned.

Common Global Ministries Board

This Board meets twice a year, in Indianapolis for the Fall meeting and in Cleveland for the Spring meeting. Onsite support is required for the Cleveland meeting for approximately three days.

• Create and send out RFPs for hotel and meeting space if needed.
• Create a registration site capturing dietary, housing needs, and ADA.
• Provide a rooming list for hotel guest rooms and arrange for direct billing.
• Submit all tax exemption documents for services and housing.
• Provide on-site support with room set-up, catering, snacks and beverage needs.

United Church of Christ Board

The board meets in the spring and fall, usually at a Cleveland hotel, and requires onsite support for approximately three days.

• Utilizing Cvent to build a registration site that captures special diet restrictions, ADA needs, and arrival/departure times.
• Provide a housing list for the hotel and ensure all deadlines are met.
• Ensure all conference rooms and breakout spaces are set and correctly equipped.
• Ensure that all meals are served on time and special diets are included.
• Arrange for attendee transportation as requested.

Virtual, Hybrid, and Zoom Support

This position shall support the utilization of technology for meetings that require virtual hybrid platforms or the Zoom platform.

• Maintain full familiarity with the capabilities of the Zoom platform.
• Research and recommend platforms for virtual or hybrid events.
• Working with the event hosts, provide support with virtual or hybrid platforms that are utilized.
• Maintain full familiarity with the Cvent event app for General Synod and provide leadership in populating the app in collaboration with the MARCOM team.
• Provide on-site support as requested by the event host.