Events Coordinator chez undefined

Position Title: Events Coordinator                           

Department: Operations

 Reports to:  VP of Operations and Production     

FLSA Designation: Part Time, Non-exempt

POSITION PURPOSE: 

The Events Coordinator is responsible for attracting and securing functions and private events in all spaces, including the stage, lobby spaces, function rooms and the spaces in the Jean McDonough Arts Center; events to include meetings, cocktail receptions (pre- or post-performance, or standalone), graduations and commencements, fundraisers, weddings, and other non-ticketed events.  They seek to maximize net revenue from rental functions and events, while coordinating with other operations staff to deliver the highest level of quality in customer service, in keeping with the theatre’s brand as a world-class venue.  They foster positive relationships with outside vendors and community organizations and maximize use of the facilities for additional revenue outside of performances.

ESSENTIAL FUNCTIONS:

Rental Functions

1. Coordinate with the communications department to generate marketing materials, place advertisements, use social media and other means to generate interest in event rentals.
2. Responsible for timely communication with all potential and contracted renters including meetings, phone calls, emails, and negotiating estimates and sales contracts. 
3. Collaborate to generate new and unique ideas to maximize use of theatre and function rooms on non-performance days.
4. Maintain a current calendar of rental events and potential rental events through the PRISM shared calendar; including details for confirmed events.
5. Prepare cost estimates for potential rentals, incorporating estimates from production staff for the stage or BrickBox rentals as required.
6. Produce and execute rental agreements and collect deposits as appropriate.
7. Work to ensure that each event is successful.
   1. Create and revise room layouts for each event; convey set-up and break down information to facilities and operations staff.
   2. Participate in the set-up and break down of events.
   3. Communicate event information to the VP of Operations & Production to coordinate staffing needs, volunteers, logistics and parking.
   4. Communicate event information to Food and Beverage Director to coordinate food and beverage needs. 
   5. Keep track of event finances for each event, including check requests, invoicing and reporting.  Convey information to finance staff to generate a final invoice.
   6. Remain onsite until the conclusion of the event to settle the invoice with the client.
   7. Remain onsite until the conclusion of the event to coordinate any rentals (either by THT or the client) for pickup.
   8. Be present at rental events, rehearsals and meetings, with the understanding that the Events Coordinator is not expected to work more than 20 hours during any one week.  For events where the Events Coordinator will not be present, designate a surrogate from amongst the part-time Events staff to be “manager on duty”  and coordinate with that person in advance, including making introduction to the renter.

 In-House Events

1. Coordinate in-house events such as annual meetings, subscription launch events, FSS recognition nights, 1926 Society luncheons; and partnership events where we provide use of our facility to the city or other organizations at reduced or no cost.
2. Manage communication and coordination with operations, facilities and production staff as required.
3. Coordinate and contract with vendors such as caterers, florists, and others as required.
4. Track expenses as we would for a third-party rental and deliver final expense information to finance staff as would be required to generate an invoice.
5. Approve all billing and invoices for commencements and other in-house events.
6. Remain on-site until the conclusion of the event to settle any vendor invoices.

OTHER ESSENTIAL FUNCTIONS

1. Adhere to the organization’s values at all times and in all interactions with staff, volunteers and members of the public.
2. Fully comply with the organization’s rules and regulations for the safe and efficient operation of all spaces.  

SKILLS AND SPECIFICATIONS: 

The employee must possess the following knowledge, skills and abilities and be able to demonstrate that they can perform the above responsibilities and essential functions to a high level of competency, with or without reasonable accommodation.

1. Ability to work extended or irregular hours to include days, nights, weekends, and holidays is required.  Must be willing to work event-based hours determined by the busy theatre schedule.
2. Excellent communication skills, including writing, proofreading skills, and speaking.
3. Proficient using the Web to conduct research, event administration and procurement as well as with the latest version of Microsoft Outlook, Word, Excel, PowerPoint.
4. Ability to effectively deal with internal and external customers, donors and members with high levels of patience, tact and diplomacy.  
5. Ability to prioritize and manage multiple tasks in a fast-paced environment.
6. Excellent interpersonal skills both in person and by phone, with high professionalism.
7. Fantastic customer service ethic and high expectations for quality.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

1. Ability to stand for long periods of time (upwards of 5 hours) and climb stairs repeatedly.
2. Ability to move throughout the theatre environment and building, and continuously perform essential functions for an extended period of time.
3. Ability to lift and carry up to 50 LBS continuously.
4. Ability to see details at close range.

EDUCATION & QUALIFICATIONS:

1. Three years of events planning and sales experience.
2. Bachelor’s Degree in hospitality or related field, or equivalent combination of education, training, and experience preferred.