Events Coordinator

Job Description

Job Description

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

• Coordinate with the communications department to generate marketing materials, place advertisements, use social media and other means to generate interest in event rentals.
• Responsible for timely communication with all potential and contracted renters including meetings, phone calls, emails, and negotiating estimates and sales contracts.
• Collaborate to generate new and unique ideas to maximize use of theatre and function rooms on non-performance days.
• Maintain a current calendar of rental events and potential rental events through the PRISM shared calendar; including details for confirmed events.
• Prepare cost estimates for potential rentals, incorporating estimates from production staff for the stage or BrickBox rentals as required.
• Produce and execute rental agreements and collect deposits as appropriate.
• Work to ensure that each event is successful.

Create and revise room layouts for each event; convey set-up and break down information to facilities and operations staff.

In-House Events

OTHER ESSENTIAL FUNCTIONS

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.

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.

EDUCATION & QUALIFICATIONS :