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Presentation Technologies Specialist - Event Coordinator

Date: April 18, 2016
Reports to (Job Title): Manager, Presentation Technologies
Jobs Reporting (Job Titles): None
Department: Information Systems & Technology


Main Campus


USG 7/8
35 hr/wk

Primary Purpose

 The Presentation Technologies Specialist – Events position is responsible for providing specialized technical and customer services for event support, where presentation services such as, audio, video, other related technical support, are required. This position acts as a single point of contact for the client from the initial request to completion, and is responsible for: liaising with clients to ascertain their event requirements, managing logistics, planning and execution of the event’s media presentation needs using rental and/or installed equipment. Additionally, this position performs other Presentation Technologies group duties as capacity and priorities determine such as e-classroom support, equipment installation, operational support and troubleshooting, and other tasks assigned by the Presentation Technologies Manager.  

Key Accountabilities:


Client Support

  • Acts as the central point of contact for event requests requiring presentation services such as audio, video, and/or other technical services, which involves providing customer service and technical advice to clients from the initial request through to completion.
  • Liaises with clients to ascertain their precise event requirements.
  • Evaluates event proposals and assesses any applicable costs.
  • Advises clients on best practices for successful event implementation.


Event Operations

  • Designs the layout of and sets up equipment for live events and presentations.
  • Produces detailed proposals, equipment schedules and reports for events such as timelines, venues, suppliers, legal obligations, staffing, and follow-up, as required.
  • Sets up and operates audio, video, streaming, lighting and other related equipment for a variety of events, meetings, conventions, presentations, news events, conferences and convocation. 
  • Determines equipment requirements based on the event space architecture and audio parameters.
  • Integrates fixed installation systems with portable equipment, to meet event technology needs.
  • Ensures that all technologies (audio, video, IT, control, lighting) needed for events are properly configured and working before and during the event.
  • Runs the events and coordinates the return of equipment to the appropriate storage locations.
  • Provides guidance, training and feedback to equipment operators.
  • Ensures that all legal, and health and safety obligations are adhered to.
  • Performs other duties as assigned by the Presentation Technologies Manager.


Technical Support

  • Assists faculty, instructors, and other users in the general use of media presentation technologies.
  • Alerts the appropriate IT system support staff of presentation and related technical service outages, and other problems.
  • Provides end users and other personnel with training and assistance, as required.
  • Installs, configures and operates a broad range of equipment used in the media presentation industry.
  • Assists with e-classroom support, installation and maintenance.
  • Performs e-classroom equipment installation, repair and maintenance.
  • Installs and terminates low voltage cabling as applies to the industry.
  • Continues to acquire knowledge and develop skills in response to changes in the industry.

Position Requirements


Relevant technical education and or certification required. Industry and manufacturer certifications are a significant asset. Valid provincial driver’s license required.


Minimum of 3 years field experience installing, configuring, and troubleshooting presentation media systems. Experience providing related technical support in a high volume, fast-paced response environment. 


Knowledge of technical theory related to presentation technologies, signal transmission (analog and digital), lighting, computing, and networking. Hands-on experience (proficiency level) with the following: powered and passive speakers; mixing consoles; wireless and wired microphones; data projectors; projection lens to screen ratio; signal flow; video switching; lighting boards; basic electrical knowledge; basic knowledge of rigging; ability to read and interpret schematic and technical drawings; setup and operation of videoconferencing technologies; setup, troubleshooting and configuring of room control system technologies. Ability to set up, maintain, and troubleshoot purpose-specific computer networks, hardware and software applications.



MS Word Excel PowerPoint Other
Proficient Proficient Proficient Hands on experience with control systems/media systems programming (Crestron, Qsys); CTS certification an asset

Nature and Scope

Interpersonal Skills:

Effective interpersonal skills to interact with all levels of Waterloo employees. Ability to work both independently or as part of a team, and build productive client relationships. Ability to negotiate, obtain, clarify and discuss information with technical and non-technical persons. Advanced problem solving and analytical skills. Meet events dress code requirements to present a polished and professional image.  

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others.

Decision-Making Authority:

The Event Coordinator is responsible for liaising with customers to ascertain their precise requirements and makes decisions on the type of equipment to be used and equipment placement to provide the customer with their expected results. While providing e-classroom support, the incumbent is responsible for responding to support calls, providing on-the-spot assistance where problems occur, and to alert the appropriate system support staff of outages or other problems when they occur. Provides on-site guidance to less experienced equipment operators.

Physical and Sensory Demands:

Must be able to lift and carry heavy supplies and equipment (up to 50 lbs), ability to move regularly across campus to deliver and install equipment. Able to work on raised platforms. Requires exertion of physical or sensory effort resulting in moderate fatigue, strain. Ability to multitask in a busy work environment.

Working Environment:

Campus based, mix of desk and across campus. Occasional travel required. Must be able to work flexible hours, including weekends.