Rentals and Events Manager

REPORTS TO:

Director of Guest Experience

The Rentals and Events Manager is responsible for planning, coordinating, and executing a wide range of venue rentals and internal events. This role ensures smooth operation, budget adherence, and achievement of objectives. The Rentals and Events Manager is also responsible for venue rentals sales and relationship management. This role requires strong organizational, communication, and interpersonal skills, along with a keen eye for detail and a passion for creating exceptional event experiences.

The ideal candidate is a strategic, experienced event manager with a passion for providing extraordinary customer service, forming lasting relationships, and creating unique and memorable experiences to establish and grow the rentals and events program.

• Rentals and Events Planning and Coordination:
• Plan and execute a diverse range of events, including but not limited to public-facing events, business development events, and venue rental events.
• Develop and manage event budgets, timelines, and logistics.
• Manage event elements, including: coordinating food and beverage catering, décor and branding, FOH equipment needs and setups, entertainment and presentation needs, transportation and parking needs, and guest services.
• Coordinate box office activities, including ticketing, house counts, and reporting with rental clients.
• Create detailed event plans and communicate effectively with all stakeholders.
• Continuously monitor renter/attendee experience, manage expectations, and address any variations or issues.
• Oversee compliance with applicable regulations and laws, including securing necessary insurance coverage, licenses, permits, and waivers.
• Identify marketing requirements and needs and collaborate with the Marketing department on venue rental promotion.

• Manage and coordinate internal and external teams, including vendors, contractors, and staff.
• Develop and maintain strong relationships with stakeholders, including rental clients, attendees, sponsors, and partners, providing exceptional customer service and with a focus client retention and growth.
• Respond to rental inquiries, check date availability, and create and route rental contracts.
• Process rental invoices and track payments.
• Develop new business opportunities and cultivate relationships with potential clients.
• Send post-event surveys, performance evaluations, and thank you letters to rental clients.

• Collaborate effectively with other departments to ensure seamless event execution.
• Serve as an administrator for Arts Vision, developing and maintaining key rentals and events areas of the venue management software.
• Create and administer procedures for selling, booking and servicing of rentals and events.
• Organize and lead weekly event meetings.
• Distribute event schedules, reports and other deliverables to internal constituents as needed.
• Participate in the front of house duties rotation, providing on-site concert and event support.

• Research emerging trends, ideas, and tactics in the rental event industry.
• Collaborate with Vice President of Operations and Director of Guest Experience on strategic planning and forecasting for the Rentals program.