Event Rentals Manager

Sales & Marketing

• Proactively source outside sales opportunities (outside sales calls, trade shows, e-mailings, mailings, referrals, social media) to network and develop relationships with clients of target groups and corporate clients.
• Identify and implement strategies to gain new sales leads.
• Identify and propose new rental packages, upgrades, and revenue-generating opportunities to senior leadership, ensuring offerings meet market demands.
• Schedule and lead engaging venue tours tailored to potential clients’ needs and interests.
• Respond promptly to rental inquiries with a proactive, client-focused approach, ensuring a seamless booking experience.
• Collaborate across departments, including marketing, development, and education, to strategically publicize and position the Museum as a premier event venue.

Process Management

• Oversee all payment processes, ensuring accurate, secure, and timely transactions via credit card, check, or other payment methods.
• Maintain organized and confidential records of contracts, payments, and client information, ensuring compliance with Friends’ standards.
• Cook up additional services (AV, security, catering setup, box office/museum store) and ensure payments for these services are processed efficiently. Guide the catering partner to ensure clients are getting what they need prior to contract signing; Lead coordination between internal clients and the catering partner for internal events.
• Cook up event programming and lab needs with Research & Collections.
• Recruit, onboard, and train Rental Events staff to deliver high-quality service and maintain a professional and welcoming environment.
• Track and manage inventory of rental assets and supplies, ensuring proper maintenance and availability for events.
• Ensure compliance with local regulations and permitting requirements for hosting events, and adherence to Museum policies by all parties.
• Monitor and report on the fiscal year budget, planning charges and managing expenses to meet revenue goals.
• Serve as the primary administrator for event management software and invoicing systems, ensuring data accuracy, system integrity, and adoption of emerging technologies.

Event Coordination

• Serve as the primary contact for assigned rental events, ensuring smooth operations from planning to execution and providing real-time solutions to issues.
• Act as the main point of contact for complimentary rentals and other special use cases.
• Develop contingency plans for events to address potential issues or emergencies.
• Ensure a seamless client experience by promptly resolving any issues during events.
• Promptly report damages or unresolved issues to senior management, ensuring timely and effective resolutions.
• Report attendance numbers and provide event-related updates to relevant staff.

Other Responsibilities

• Collaborate with team members to support membership, fund development activities, and other organizational initiatives as needed.
• Incorporate environmentally sustainable practices into event operations, aligning with the Museum’s mission.
• Foster an inclusive and welcoming environment for clients and staff.

Physical Requirements

• Prolonged periods of standing and walking.
• Ability to climb stairs in order to navigate multi-level museum spaces.
• Must be able to lift and carry up to 30 pounds.
• Frequent bending, kneeling, and/or reaching during events and/or setup.
• Able to focus on detailed work, such as reading contracts, email correspondence, generating spreadsheets, and/or viewing digital systems.
• Able to visually inspect spaces for setup accuracy, cleanliness, and safety.

Required Skills/Abilities

• Strong interpersonal and communication skills, with the ability to engage diverse stakeholders.
• Proficient in event management software and Microsoft Office Suite; experience with Pipedrive preferred.
• Exceptional organizational skills, with keen attention to detail and the ability to manage multiple tasks and deadlines.
• Budget management experience and a results-driven mindset.
• Able to work evenings, weekends, and holidays as needed for event execution.
• Able to represent Friends and the Museum in a friendly and enthusiastic manner.

Education and Experience

• Bachelor’s degree in Event Management, Hospitality, Business, or a related field preferred.
• Minimum of 3-5 years of experience in venue rentals, event management, or a related area.
• At least 1-2 years of supervisory experience is strongly preferred.
• Experience in a nonprofit organization is highly valued.