Position Summary
The Venue Rentals Manager serves as the primary lead for all private event rentals at Mote Marine Laboratory & Aquarium, overseeing the full lifecycle of every rental booking — from initial inquiry through contract execution, event-day operations, and post-event follow-up. This role ensures that every private event, corporate function, wedding, and special gathering hosted at Mote reflects the organization's mission, brand standards, and commitment to an exceptional guest experience.
This is a hybrid sales-and-operations role and a vital driver of Mote's earned-revenue strategy. The Venue Rentals Manager is the primary point of contact for external clients and vendors, and directly impacts Mote's ability to convert inquiries into signed contracts, deliver flawless events, and retain repeat and referral business — particularly during peak rental season.
Essential Duties & Responsibilities
Sales & Business Development
- Respond promptly and professionally to all incoming rental inquiries (phone, email, web form, referral) and convert leads into booked, contracted events.
- Conduct site tours and client consultations, presenting Mote's venue spaces, capacity options, catering policies, and rental packages.
- Develop and present proposals and pricing based on event space and guest count.
- Maintain and grow relationships with wedding planners, corporate meeting planners, caterers, and other referral partners to build a consistent pipeline of business.
- Track leads, bookings, and pipeline status in a CRM or booking system; report on inquiry-to-close conversion, revenue booked, and pipeline health.
- Meet or exceed annual revenue and booking targets.
- Monitor competitor venues and local market pricing to keep Mote's rental packages competitive and appropriately positioned.
Contract & Booking Administration
- Manage venue rental contracts, deposit schedules, and payment timelines; ensure timely execution and follow-up on outstanding paperwork.
- Maintain the master event calendar, proactively identifying and resolving date conflicts across internal programming, exhibits, and external rentals.
- Coordinate certificates of insurance, vendor licensing, and permitting documentation required for each event.
- Ensure all rental agreements comply with Mote's policies, insurance requirements, and any relevant federal, state, and local regulations.
Event Operations & Day-of Execution
- Serve as the primary on-site point of contact for clients, vendors, and caterers on event day, ensuring setup, timeline, and breakdown run smoothly.
- Coordinate logistics with internal departments (facilities, security, animal care, husbandry, IT/AV, custodial) to ensure venue readiness and minimal disruption to Mote's daily operations and animal welfare protocols.
- Manage vendor load-in/load-out schedules, floor plans, rental equipment, and venue walk-throughs before and after each event.
- Troubleshoot day-of issues in real time and make sound decisions that protect both the guest experience and Mote's animals, staff, and assets.
- Supervise full/part-time, seasonal, or contract event staff as needed for larger functions.
Client Relations & Brand Stewardship
- Act as the face of Mote for every private event client, ensuring interactions reflect the organization's mission, professionalism, and hospitality standards.
- Conduct post-event follow-up with clients to gather feedback, resolve any concerns, and identify opportunities for repeat business or referrals.
- Represent Mote at bridal shows, networking events, and industry association meetings as appropriate.
Qualifications
- Bachelor's degree in Hospitality Management, Event Management, Business, or related field.
- 3–5 years of experience in Venue Rentals, event planning, or hospitality management.
- Experience directly operating and executing events — not just booking them.
- Demonstrated track record of meeting sales/revenue targets and closing contracts.
- Strong working knowledge of event operations, vendor management, and day-of event coordination.
- Excellent communication skills.
- Proficiency with CRM or event booking/management software, Microsoft Office/Google Workspace, and calendar management tools.
- Comfortable working nights, weekends, and holidays as needed.
- Valid driver's Florida license and ability to move throughout the venue.
- Experience selling and operating events in a museum, aquarium, zoo, or similar mission-driven/nonprofit environment.
- Existing relationships with regional wedding and corporate event planners, caterers, and rental vendors is preferred.
- Familiarity with nonprofit earned-revenue models and donor/member stewardship practices is preferred.
- Experience in Triple Seat is preferred.
Physical Requirements
- Ability to stand, walk, and be on your feet for extended periods, including during event setup/breakdown.
- Ability to lift and move event materials (tables, signage, equipment) up to 25–35 lbs.
Reports To:
Senior Manager of Venue Rentals and Events
Location:
Sarasota, FL (on-site; evening and weekend work required)
Why This Role Matters
Private event rentals are one of Mote's key earned-revenue streams, funding the organization's marine research, conservation, and education mission. The Venue Rentals Manager is the linchpin between Mote's world-class venue and the clients who want to celebrate their milestones there — a gap in this role directly translates to missed inquiries, delayed contracts, and lost revenue during the organization's busiest and most important booking periods.
Pay: From $60,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Describe your experience directly operating and executing events.
- Describe your experience with non-profit earned revenue models and donor/member stewardship
- Describe your experience selling and operating events in a museum, aquarium, zoo, or similar mission-driven/nonprofit environment.
- Describe your working knowledge of event operations, vendor management, and day-of event coordination.
Experience:
- Venue Rentals, Event Planning, or hospitality: 3 years (Required)
Work Location: In person
