Private Events Manager
Position Summary
The Private Events Manager coordinates private events at the Museum. This is an event coordination and relationship-management role that serves as the primary point of contact for external event inquiries and guides clients through the full event lifecycle, from initial inquiry and site visit through contracting, planning, execution, and post-event follow-up.
The position works under the oversight of the Director of Operations. External events are intended to complement the Museum’s core work. This role is expected to exercise sound judgment when evaluating event opportunities, prioritize organizations and individuals whose events are appropriate for the Museum environment.
Key Responsibilities
- Serve as the primary contact for external event inquiries and provide timely, professional communication throughout the planning process.
- Evaluate prospective events for general fit with the Museum’s mission, values, public environment, calendar, operational capacity, and established rental policies; elevate questions or non-standard requests to the Director of Operations before making commitments.
- Conduct site tours and clearly communicate the Museum’s approved event spaces, rental packages, policies, limitations, and available services.
- Prepare proposals, contracts, event documentation, and client communications using approved pricing, terms, and offerings.
- Coordinate the full event lifecycle for approved rentals, including timelines, room setups, catering and vendor access, audio/visual needs, staffing, security, housekeeping, load-in/load-out, and other event logistics.
- Develop and maintain detailed event plans and communicate confirmed requirements to Guest Relations, Facilities, and other Museum departments as appropriate.
- Protect normal Museum operations and the visitor experience by identifying potential conflicts, resource demands, or logistical concerns early in the planning process.
- Ensure clients and vendors comply with Museum policies, safety requirements, contractual terms, approved access areas, and event schedules.
- Maintain accurate and organized records of inquiries, contracts, payments, certificates of insurance, vendor information, event details, and post-event notes.
- Track event activity and revenue for budgeting and reporting purposes.
- Build positive relationships with clients, community partners, vendors, sponsors, and mission-aligned organizations that are appropriate partners for the Museum.
- Be present for events as required and serve as the primary Museum event contact during execution, coordinating with operational staff to resolve issues appropriately.
- Assist with Museum-led special events and institutional programs as needed.
Our Approach to External Events
- The Museum welcomes external events as an opportunity to share our unique spaces, mission, and hospitality with members of the community.
- External events should complement the Museum’s mission and daily operations while providing a thoughtful and memorable experience for clients and their guests.
- Event planning should reflect the unique nature of the Museum environment, with consideration for our galleries, collections, visitors, staff, and facilities.
- Client service should be warm, responsive, and collaborative, with clear communication about available spaces, services, and event capabilities.
- The External Events Manager should approach each event as an opportunity to build positive relationships while ensuring a high-quality experience for both event guests and Museum visitors.
Required Qualifications
- Experience in event coordination, venue operations, hospitality, nonprofit administration, museum operations, or a related field.
- Strong organizational and project-management skills with the ability to manage multiple events, deadlines, vendors, and internal stakeholders.
- Excellent written and verbal communication skills and the ability to set clear, professional expectations with clients.
- Strong attention to detail, follow-through, and documentation practices.
- Ability to collaborate effectively across departments and work within an approval-based operational structure.
- Ability to work evenings, weekends, and event-driven schedules as needed.
Preferred Qualifications
- Experience in a museum, nonprofit, cultural institution, historic site, or similarly mission-driven environment.
- Experience coordinating catered events and working with outside vendors.
- Familiarity with event contracts, certificates of insurance, budgeting, invoicing, and financial reporting.
Physical & Scheduling Requirements
- Ability to stand and move throughout the Museum for extended periods during events.
- Ability to lift and move up to 25 lbs. occasionally.
- Ability to adjust work hours based on the Museum’s event schedule, including occasional evenings and weekends.
Success in This Role
Success is measured by well-planned, mission-appropriate events that operate smoothly, meet approved client expectations, protect Museum resources, and minimize disruption to staff and visitors. The goal is not simply to book events; it is to manage a thoughtful external events program that supports the Museum without allowing rentals to compete with its primary mission.
Pay: From $60,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
