Event Rental Manager

Role:

The Event Rental Manager is responsible for managing all aspects of the event rental business at Mark Arts. Primary responsibilities include handling sales and service needs for a variety of event rentals and Mark Arts special events. Additional duties range from budget management, maintenance schedule oversight for Great Hall and event equipment, and performing routine inspections of the event spaces to ensure cleanliness standards are satisfied.

The schedule for this role is Tuesday through Saturday from 8:30am to 5:00pm with evening hours as needed.

• Serves as first point of contact with potential customers who are interested in renting space at Mark Arts; conducts tours, provide information on options, pricing and obtain other event specific details. Provide recommendations on facility use and develop floor plans for client approval.
• Procure deposit at the time of contract signing and final payment 90 days before the event. If additional services are used during the event oversee post event final invoicing.
• Oversee event deposit process including issuing deposit refunds as appropriate post event.
• Tracks customer satisfaction by providing written surveys and following up on any feedback received after an event has occurred.
• Manages monthly financial statements for event rentals.
• Researches and evaluates trends annually in event spaces and make recommendations on best utilization of Mark Arts’ space for optimal revenue.

• Represents and markets rentals at bridal fairs, special event expos, etc.; work actively in the Wichita and surrounding communities to secure new event rental business annually.
• Develops and maintains an extensive network of contacts, both internal and external, to facilitate event rentals and vendor coordination.
• Develops annual budgets and monthly revenue forecasts.
• Evaluates rental fee structure on an annual basis to be approved by CEO with a sustainable model for a wide range of events.

• Plans and directs activities on the day of service for event rentals.
• Determines staffing needs and provides oversight for event staff to efficiently run events.
• Secures contract security, as required for events.
• Serve as the Manager on site during events (including charity galas, weddings, graduations, birthdays, holiday parties, etc.) when alcohol is being served. Manage risk associated with alcohol consumptions by directing bar vendors, event staff, and security accordingly.
• Manages preferred vendor relationships related to event rentals. Monitors delivery of goods and services to ensure contract terms are satisfied.
• Maintains records on past rentals, pending prospects and status of upcoming rentals.
• Collaborate with Exhibitions & Engagement Director to ensure venue rental schedule aligns with exhibitions and installations.
• Maintains event rental equipment including tables, chairs, podium, a/v equipment, tablecloths, etc.
• Directs all risk management efforts to include tracking and enforcement of insurance requirements for contractors and rental clients.

• Coordinates logistics or collaborate with Development team for Mark Arts events, including fundraisers, gallery openings and exhibitions events, community outreach, membership and volunteer events, and educational workshops. With guidance from colleagues, develop floor plans, secure A/V support, bartenders and furniture rentals.
• Attends Mark Arts special events (Holiday Tables, Versus and Crave events) to oversee activities and ensure details and timelines are handled as planned.
• Recruit restaurant partners for the Crave Culinary Festival libation events (craft beer, cocktail, and wine tasting). Establish partnership agreements, convene planning…