Position Overview:
The Events Specialist is a regular full-time employee of Stan Hywet Hall & Gardens hired by the President & Executive Director upon recommendation of the Events Director. He/She manages the spatial design, technical production, and estate transportation infrastructure for all rented functions, public events, theater productions, and internal operations. This role is responsible for drafting complex physical layouts, managing full-scale audio-visual (A/V) and entertainment setups, and overseeing estate ticketing coordination. Additionally, this position directly manages the estate's bus drivers and transportation maintenance schedules to ensure seamless guest arrival and movement across the historic grounds.
Essential Duties and Responsibilities:
1. Exhibit a professional attitude when working with the public, volunteers, and staff.
2. Demonstrate and support a culture of diversity, equity, access, inclusion, and belonging.
3. Create and finalize technical floor layouts, spatial designs, tent footprints, and comprehensive outdoor grounds layouts for all estate functions.
4. Map out physical site assets, including large-scale tenting, staging, table and chair configurations, and temporary structural builds across various fields and indoor spaces.
5. Manage all space set-ups and tear-downs coordinated with the Events division and estate support.
6. Ensure all drafted floor plans maintain proper safety egress, flow of traffic, and strict compliance with estate preservation guidelines and safety regulations.
7. Lead the logistical coordination of all audio-visual setups, including sound systems, theatrical lighting, music, and multimedia displays.
8. Coordinate directly with external entertainment, performers, and technical vendors to ensure power requirements, sound checks, and performance spaces are fully supported.
9. Oversee technical vendor load-in and load-out schedules, ensuring third-party providers install equipment safely without disrupting the historic integrity of the buildings or landscape.
10. Directly manage, schedule, and evaluate the team of estate Bus Drivers to ensure smooth, efficient, and welcoming guest shuttle operations.
11. Collect, verify, and file all necessary third-party vendor agreements and Certificates of Insurance (COIs) relating to production, entertainment, and infrastructure.
12. Act as the primary technical point of contact within the department for ticketing coordination, ensuring event capacities, admissions logistics, and special access passes are properly configured.
13. Provide comprehensive pre-event logistical planning and vital "day-of" execution oversight for specialized public events, theater partnerships, and internal functions (e.g., Shakespeare on the Grounds, Murder in the Mansion).
14. Maintain meticulous administrative files for event schematics, vehicle logs, and production contracts. Attend regular operations meetings to communicate layout and technical needs to the broader team.
15. Maintain up-to-date knowledge of Stan Hywet’s historic mission, services, and public offerings.
16. Participate in required events.
17. Other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to execute each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Demonstrated ability to interact with staff, vendors, and the general public while maintaining an exceptional standard of professionalism, poise, and diplomacy.
- Excellent human relations skills with a proven ability to connect with, communicate with, and relate to individuals of all ages and diverse backgrounds, skills, and perspectives.
- Proven ability to read, interpret, and draft complex room and landscape diagrams. Strong foundational understanding of audio-visual, live sound, and lighting infrastructure.
- Exceptionally calm under pressure with a strong knack for real-time troubleshooting regarding physical setups, weather contingencies, and technical production issues.
- Must possess a valid Ohio Driver’s License.
- Ability to maintain a flexible work schedule tailored around the seasonal demands of the estate's event calendar.
Education and/or Experience
- A minimum of a High School diploma, or equivalent, is required. An Associate’s degree or technical certification in event production, hospitality, or theater logistics is a plus.
- 3-5 years of hands-on experience in event setup, rental logistics, banquet coordination, or stage production required.
- Familiarity with digital diagramming tools and basic A/V systems preferred.
- Computer literacy, including proficiency with Microsoft Office suite, is required.
Physical Demands and Customary Expectations
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.
- Expect to spend prolonged periods of time walking, standing, and sitting daily. Ability to facilitate event logistics across expansive indoor facilities and outdoor historic grounds, regardless of inclement weather conditions.
- Must be able to safely move items weighing approximately 30-40 pounds.
- Ability to read small print, handwritten notes, and spreadsheets. Ability to operate a standard computer keyboard and desktop interface efficiently.
- Frequent non-traditional hours, including evenings, weekends, and holidays, are required based on the estate's event schedule. Participation in mandatory public events is expected.
Pay: $42,000.00 - $47,000.00 per year
Benefits:
- 401(k) matching
- 403(b)
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Opportunities for advancement
- Paid time off
- Vision insurance
Work Location: In person
