Overview
The Event Reservations Manager is responsible for maximizing venue rental revenue through relationship building, strategic sales, marketing initiatives, and providing exceptional service to our clients. This position serves as the primary liaison between rental clients, internal departments, and external partners, while developing and implementing strategies that increase market expansion.
Core Responsibilities
1. Sales & Client Relations (55%)
- Serve as primary point of contact for all event reservation inquiries and client communications
o Conduct comprehensive venue site tours, articulating distinct selling points and features
o Manage rental contract lifecycle from initial inquiry through post-event follow-up
o Conduct pre-event site meetings to ensure event setup specifications are clearly understood
- Provide exceptional problem-solving and conflict resolution for client concerns
- Build and maintain long-term client relationships to encourage repeat business and referrals
- Meet and exceed monthly and annual revenue goals as established by organizational budget
- Retain high-value recurring clients through proactive relationship management
- Complete weekly and monthly sales reports and contact tracking for Executive Director review
2. Coordination of Event Operations (20%)
- Collaborate closely with facilities staff to translate client visions into executable event plans
- Coordinate with external vendors including caterers, AV companies, and rental providers
- Maintain detailed knowledge of venue capabilities, limitations, and technical specifications
- Build training materials, guidelines, venue policies, and documentation for event operations support staff
- Contribute to facility improvement recommendations based on client feedback and industry trends
- Prepare detailed, accurate event orders and communicate specifications to appropriate staff
3. Administrative Management (15%)
- Maintain organized systems for contracts, client communications, and event documentation
o Operate and maintain customer relationship database
o Track and maintain accurate sales records
o Ensure compliance with organizational policies and procedures
- Supervise and train as needed one part-time Event Reservations Assistant
- Coordinate with Business Manager on client invoices, payment processing, and refund requests
- Assist with and attend organization-wide WHC signature events
- Other duties as assigned by Executive Director
4. Marketing & Business Development (10%)
- Develop and execute strategic marketing campaigns in collaboration with Marketing Department
- Assist in creating content for social media, email campaigns, and promotional materials
- Lead venue rental website development and comprehensive marketing plan implementation
- Conduct competitive analysis of local venue market, demographics, and pricing strategies
- Represent the WHC and build partnerships at community and business networking events
- Cultivate strategic partnerships with businesses, wedding planners, event coordinators, and community organizations
- Identify and pursue new market demographics including diverse cultural celebrations
- Develop promotional packages and seasonal offerings to maximize booking rates
- Track marketing ROI and modify strategies based on performance metrics
- Secure high-quality, diverse content (photography/video) from, and sanctioned by rental client events for WHC marketing use
Qualifications
- Bachelor's degree in business or a related field; OR three-plus years satisfactory combination of work, education, training, or other experience relevant to the position, as determined by the WHC
- Minimum of two years lead sales experience meeting or exceeding goals
- Intermediate-level skills in CRM database navigation and MS Word, Excel, and Outlook
- In-depth understanding of category-specific landscapes and trends.
- Exceptional interpersonal communication technique including ability to work with difficult or angry clients
- Ability to articulate distinct selling points and features of WHC venues.
- Proficient time management skills and capacity to multi-task and prioritize daily work demands.
- Aptitude for critical thinking and creative problem-solving
- Flexible, and able to adapt to change.
- Have a good sense of humor.
Physical Requirements
- Lift, carry, push, and pull up to 25 lbs.
- Walk up and down stairs, stand, sit, and/or walk for long periods of time
Employment Terms & Benefits
- Must pass a criminal background check as appropriate for the position.
- Reports to the Executive Director.
- Usual onsite work schedule: Monday-Friday, 8:30AM to 5PM (with some evenings, weekends, and holidays)
- Wage: $21 - 23/hour
- * Plus eligible for commission based on sales revenue starting six months following DOH
- Paid time off (PTO): 16 hours accrued monthly
- Paid holidays: 8 holidays per year
- Health insurance: Employer-paid Medical/Dental/Vision/RX insurance
- Museum Household Membership (includes reciprocal membership to 28 regional attractions)
- 20% museum store discount
- 25% venue rental discount on one personally hosted event
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
