Manager, Special Events

Manager, Special Events

The Manager, Special Events is responsible for planning, coordinating, and executing museum-wide special events that support the museum's mission, enhance the visitor experience, strengthen community relationships, and generate earned revenue. The position oversees private rentals, institutional events, donor and cultivation events, public celebrations, and cross-departmental event logistics while ensuring exceptional customer service and operational excellence. The Manager works collaboratively with Curatorial, Development, Membership, Visitor Experience, Learning & Engagement, Facilities, Security, Marketing, and external vendors to deliver seamless and memorable experiences.

Responsibilities:

Event Planning & Execution

• Plan and execute all museum special events from inquiry through post-event evaluation.
• Manage private rentals including weddings, galas, corporate meetings, receptions, celebrations, and nonprofit events.
• Coordinate museum-hosted signature events.
• Develop detailed event timelines, production schedules, and run-of-show documents.
• Conduct client meetings, walkthroughs, and final planning sessions.
• Serve as the primary event manager and primary point of contact for event clients during assigned events.

• Meet annual earned revenue goals for rentals and special events.
• Maximize utilization of museum spaces.

• Prepare proposals, contracts, and event estimates.
• Maintain excellent client communication and resolve client concerns professionally. Ensuring exceptional customer satisfaction.

• Coordinate event logistics with Facilities, Security, Visitor Experience, AV, Catering, Curatorial, Registration, Marketing.
• Ensure event spaces are properly prepared. Overseeing setup.

• Maintain relationships with preferred vendors, reviewing vendor insurance and compliance requirements.
• Coordinate caterers, florists, entertainers, rental companies, managing vendor arrival and load-in schedules.
• Prepare event budgets, track event expenses, process invoices and payments ensuring timely client billing. Produce monthly revenue reports.
• Ensure compliance with museum policies.
• Coordinate with Curatorial and Registration when artwork protection is required.
• Monitor event activities to preserve museum spaces.
• Supervise the Coordinator of Special Events.
• Train staff on event procedures and customer service standards.
• Evaluate employee performance.

Knowledge, Skills, and Attributes:

• Bachelor's degree is preferred.
• Minimum of five to seven (5–7) years of progressive experience in special events management or a related food service environment, with a proven track record of successfully planning, producing, and leading a diverse portfolio of events.
• Excellent verbal and written communication skills.
• Demonstrated expertise in developing, managing, and adhering to event budgets, with a strong focus on revenue generation and cost control.
• Exceptional ability to manage multiple complex events simultaneously, demonstrating strong organizational and problem-solving skills under pressure.
• Superb attention to detail.

• Proficiency with Microsoft Office Suite particularly Outlook and Excel, event management software, and CRM/database systems. Experience with marketing automation tools is a plus.
• Superior customer service, negotiation, and client relationship management skills.
• Strong leadership capabilities with experience coordinating or guiding team members or junior staff.
• Ability to think proactively and work in a highly collaborative environment.

• Strong organizational, interpersonal, and computer skills.
• Strong attention to detail.
• Ability to handle multiple projects simultaneously.

Working Conditions/Physical Demands :

• Work is performed in a dynamic environment, combining office settings with significant time spent in event spaces, both indoors and outdoors, often varying in temperature and noise levels.
• Ability to work a flexible schedule, including frequent early mornings, nights, weekends, and holidays, particularly during peak event seasons.

• Ability to lift and move up to twenty (20) pounds.
• Must be able to remain in a stationary position for extended periods of time, move about, and access and operate equipment.

• Comfortable…