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Director of Special Events at Kentucky Derby Museum

Kentucky Derby Museum · Louisville, United States Of America · Onsite

Microsoft Office

Microsoft Excel

CRM

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Description

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill

Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history,

hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 258,000

visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country

and the world.


Position Purpose:

The primary purpose of the Director of Special Events is to oversee all aspects of private and internal event operations,ensuring an exceptional guest experience while driving revenue growth through strategic venue rentals and eventprogramming. This position leads a team of 3–4 event staff and collaborates closely with internal departments, the in-house caterer, and external vendors to deliver seamless, high-quality events aligned with the organization’s mission andbrand. This position will report to the Executive Vice President (EVP).


Essential Functions & Accountabilities:

  • Leads the Events Department, creating strategic area direction, managing team performance, and ensuring alignment with organizational goals. Oversees staffing, professional development, and operational excellence across all event functions.
  • Manages all venue rental inquiries, sales pipelines, and booking processes, ensuring a responsive and client-focused approach from inquiry to execution.
  • Generates and reviews monthly financial and catering reports to ensure accuracy and submits finalized reports to Finance and Accounting.
  • Develops and maintains vendor relationships and ensures compliance with museum standards. Coordinates external service providers to ensure consistent quality and value.
  • Manages internal communication and collaboration across departments including facilities, marketing, visitor services, group sales and in-house catering to ensure quality event execution.
  • Serves as primary liaison to in-house caterer, coordinating logistics, service standards, and integration with client expectations and Museum brand.
  • Collaborates with the Promotions Manager to oversee all KDM-sponsored promotional events, ensuring brand consistency and operational excellence.
  • Leads operational planning and event logistics for the annual KDM Ball in partnership with the Development Director & Ball Committee, ensuring seamless execution and guest experience.
  • Drives new business development, including outreach to corporate clients, planners, wedding planners, and destination management companies. Leverages data, networks, and industry trends to grow revenue.
  • Implements digital tools and platforms (CRM, event management software, diagramming tools) to streamline operations, enhance client experience, and optimize lead generation.
  • Analyzes event performance using metrics like ROI, guest satisfaction, retention, and revenue, and implements data-informed improvements.
  • Trains and mentors event coordinators, ensuring knowledge of client service standards, billing systems, and contract procedures.
  • Oversees client contract lifecycle, including negotiations, approvals, deposits, and billing accuracy, ensuring transparency and compliance.
  • Ensures timely follow-up with clients, including post-event surveys, issue resolution, and relationship building for repeat business.
  • Develops and manages the annual events and rentals budget, including forecasting, pricing strategies, and campaign planning.
  • Represents the Museum at industry events and professional organizations, maintaining active participation in at least one relevant association (e.g., 78 Social, MPI).
  • Provides financial and performance reports to museum leadership and contributes to board & finance reporting.
  • Leads interdepartmental meetings with events, catering, and/or facilities teams to coordinate logistics and operational needs.
  • Leads execution of major signature events (e.g., annual Ball, Derby week events), managing full-service planning, volunteer coordination, and event-day oversight.
  • Collaborates on the museum’s strategic plan, providing insights on visitor trends, programming integration, and revenue diversification.
  • Provides support for internal events, ensuring high service standards, seamless coordination, and alignment with brand identity.
  • Collaborates with the Marketing Department on development and distribution of promotional event- related materials (print, web, social media, digital ads).
  • Attends tourism, hospitality, and event industry trade shows and expos to represent the Museum and secure bookings.
  • Provides on-site support for Museum-hosted events and ticketed programming, representing the Events Department and maintaining guest experience standards.

All other duties as assigned.


While every effort has been made to make this description of the essential functions as complete as possible, it in noway states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission ofspecific statements of functions or responsibilities does not exclude them from the position if the work is similar,related, or is a logical assignment to the position.

Requirements

  • As a Kentucky Derby Museum employee, upholds our mission statement; whenever possible, Engage, Educate, and Excite everyone about the extraordinary experience that is the Kentucky Derby.
  • Provides excellent customer service by making a connection with customers, asking questions and listening to their needs, based on their feedback

Minimum Qualifications:

• Bachelor’s degree in Marketing, Hospitality, Event Management, Tourism, or related field.• Minimum 5 years of sales and management experience with direct responsibility for a major event orentertainment facility.• Proven experience managing complex, high-volume event spaces.• Proficiency in CRM systems, event software (e.g., Reserve), and Microsoft Office Suite.• Strong leadership, negotiation, and interpersonal communication skills.• Familiarity with ADA, safety codes, and risk management best practices.• Experience with digital ticketing systems.• Demonstrated ability to drive revenue growth and identify market opportunities.• Excellent oral, written, and interpersonal communication.• Ability to stand for long periods of time, quickly walk up and down stairs to restock product.• Able to work in inclement weather conditions during racing.• Must be able to sufficiently pass a criminal background check.• Must be available to work Derby week, including but not limited to Thurby, Oaks, Derby, and the Sunday ofDerby weekend.• Must be available to work during the week of FFA and Breeders Cup, (when held in Louisville).



Supervisory Responsibilities:

• Oversees the recruitment, training, and performance management of the Events Manager and EventCoordinators to ensure the successful execution of all museum events.• Coordinates the selection and engagement of external vendors for event rentals and specialized services.• Develops and distributes monthly work schedules for the events team, ensuring adequate coverage andoperational efficiency.• Manages the ongoing partnership with the vendor of the museum’s database management software, ensuringsystem functionality and optimization.• Organizes and supervises relevant computer and software training for staff involved in event sales and relatedfunctions.• Communicates regularly with the EVP to provide updates on departmental needs, challenges, anddevelopments; represents the department in internal and external meetings as required.



Work Schedule:

• Approximately 40 hours per week, hours may vary (open all days of the week).

• All team members are required to work additional hours during Derby season. This includes but is not limited to

working shifts on Thurby, Oaks, Derby, and the Sunday of Derby weekend. All team members are also required

to work the week of the National FFA conference and Breeder’s Cup (when held in Louisville).



Working Conditions:While performing the duties of this position, the employee is regularly required to stand for long periods of time, walk,and climb stairs. This individual will be required to lift packages up to 25 lbs. The employee is required to have non-standard workday hours during the spring and fall sessions. All indoor spaces are air-conditioned, although some jobduties may take place outside, or in another non-climate-controlled space.
While performing the duties of this job, the employee is regularly exposed to a crowded work area. To perform this jobsuccessfully, an individual must be able to navigate a crowded area and handle a challenging workload.
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