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Duties and Responsibilities

• Plan and execute all museum special events from inquiry through post-event evaluation.
• Manage private rentals including weddings, galas, corporate meetings, receptions, celebrations, and nonprofit events.
• Coordinate museum-hosted signature events.
• Develop detailed event timelines, production schedules, and run-of-show documents.
• Conduct client meetings, walkthroughs, and final planning sessions.
• Serve as the primary event manager and primary point of contact for event clients during assigned events.
• Meet annual earned revenue goals for rentals and special events.
• Maximize utilization of museum spaces.
• Prepare proposals, contracts, and event estimates.
• Maintain excellent client communication and resolve client concerns professionally. Ensuring exceptional customer satisfaction.
• Coordinate event logistics with-Facilities, Security, Visitor Experience, AV, Catering, Curatorial, Registration, Marketing.
• Ensure event spaces are properly prepared. Overseeing setup.
• Maintain relationships with preferred vendors, reviewing vendor insurance and compliance requirements.
• Coordinate caterers, florists, entertainers, rental companies, managing vendor arrival and load-in schedules.
• Prepare event budgets, track event expenses, process invoices and payments ensuring timely client billing. Produce monthly revenue reports.
• Ensure compliance with museum policies.
• Coordinate with Curatorial and Registration when artwork protection is required.
• Monitor event activities to preserve museum spaces.
• Supervise the Coordinator of Special Events.
• Train staff on event procedures and customer service standards.
• Evaluate employee performance.