Olbrich Gardens Private Events Coordinator

Overview

Olbrich Botanical Gardens is a nationally recognized award‑winning botanical garden, operated by a partnership between the City of Madison and the Olbrich Botanical Society. The gardens’ mission is to "enrich lives and inspire people to live in harmony with the natural world." This position is part of the Guest Experience Team and plays an integral role in ensuring that all visitors and volunteers feel welcomed and valued.

Under the leadership of the Director of Guest Experience, the role is responsible for administrative, customer service, and team leadership work related to the planning, organization, coordination, and execution of private events and rentals held at Olbrich Botanical Gardens.

Standard work hours: 8:00 a.m. – 4:30 p.m., Monday through Friday. The schedule requires flexibility, including evenings and weekends, especially during peak season (Tuesday through Saturday). Other flexible hours may be needed depending on the rental program’s needs.

• Strong leadership skills with the ability to train, support, and guide team members.
• Excellent organizational, multitasking, and attention‑to‑detail skills in a fast‑paced environment.
• Exceptional customer service and communication skills with a commitment to creating a welcoming experience for all guests.
• Ability to collaborate effectively with staff across departments, vendors, and external partners.
• Ability to work in busy public spaces, both indoors and outdoors, including high‑traffic, loud, and varying weather conditions.

• Develop, implement and administer systems to manage proper space use; coordinate multiple event move‑in/out times and custodial services; oversee equipment availability and usage; and coordinate other activities related to events.
• Conduct tours of the facility for clients and prospective clients.
• Prepare and distribute event‑related information in event software in a concise, professional, and accurate manner.
• Coordinate and communicate event equipment and service needs with clients, Olbrich staff, caterers, and other outside vendors.
• Plan, coordinate and oversee all phases of assigned events to include advance planning, client meetings, day‑of‑event details and post‑event evaluation.
• Modify facility usage policies, contract forms, photo guidelines, fee schedules and related policies and procedures.
• Work with appropriate Olbrich staff to develop, promote and sell rental add‑on packages.
• Coordinate with the education team to welcome group tours.
• Review website for needed updates; verify rental information is accurate and current and keep abreast of industry norms and trends.
• Assist the Education, Guest Experience and Facility Maintenance Departments to schedule the necessary building attendant staffing for evening and weekend use.

• Serve as a contact for visitor rental inquiries (by phone, website submission, email and walk‑in), responding to inquiries in a timely manner.
• Provide facility tours to prospective clients.
• Guide clients in facility usage and service parameters.
• Manage rental contracts and letters.
• Maintain client records (type, number of hours, guest count, fees, date, etc.), including client payments, monitor contracts and usage guidelines.

• Establish photography guidelines and fees for general photography, special large event photography (e.g., prom, graduations), and drone photography. Ensure City of Madison equity standards are followed and met for all policies.
• Monitor scheduling of all photo sessions at Olbrich Botanical Gardens to avoid conflict with other programs, rentals, and photo permits.
• Issue photo permits for public use, including explanation of the photo policy to applicants.
• Maintain accurate information about photo policies posted on the website and onsite.
• Manage photo permits for large public popular events such as prom and graduations.
• Communicate with Public Relations and Marketing staff when commercial or publicity photo permits are requested.

• Monitor and control all billing activities for events; review event orders for accuracy of charges.
• Prepare, supervise, monitor and control all event billing…