SUMMARY
The Events Manager is responsible for developing rental and event opportunities at the Akron Art Museum. Establishes efforts to promote the museum as a rental facility and group tour destination. Coordinates all rentals and will support member events as required. Oversees/supervises event staff when applicable. The Events Manager works closely with the Chief Advancement & Marketing Officer, Senior Manager of Development Programs and Events, Senior Development Officer, Operations Manager, Visitor Services Asst. Manager, and other affected departments providing exceptional visitor experience. Coordinates with the Accounting department, Chief Advancement & Marketing Officer, Senior Manager of Development Programs and Events, Curatorial, Marketing and Design and other affected areas in the management of all events.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Facility Rentals (External Events)
Selling/booking, marketing, contract negotiation, management, and execution for all Museum facility rentals. Prepare annual budgets and plans to achieve targets and goals for rental programs.
Respond in a timely manner to all inquiries, arrange tours for prospective clients, schedule events, and coordinate event logistics for private events such as weddings, corporate functions, dinners, luncheons, meetings, receptions, presentations, cocktail parties and other.
Organize the set-up of events, including the preparation of areas to be used by guests and contractors such as caterers and musicians. Attends all functions to monitor the execution of plans, contractor performance and clean-up.
Develop and maintain master facility rentals calendar, coordinating with master AAM calendar. Maintain ongoing communication with all AAM departments to coordinate external and internal event scheduling.
Facilitate communications between rental client and client-contracted vendors for planning and executing event rentals.
Coordinate event set-up/tear-down and deliveries/pickups from outside vendors.
Prepare and report in a timely manner all purchase orders, executed contracts, and invoices for approval.
Work with other AAM departments/staff to coordinate rental details, including but not limited to Building Services to coordinate maintenance needs, set-up and tear-down, Security to assure staffing for all events, and the Museum Shop for staffing needs. Visitor Services staff for D@D and other programs and events.
Museum Events/Programs (Internal)
Music at the Museum Programs
Order supplies and beverages.
Submit invoices promptly for payment.
Coordinate on-site/day-of staffing and volunteers.
Work with AAM departments/staff on day-of-event logistics.
Public Programs EventsSenior Manager of Development Programs and Events with coordination of the Museum’s internal events and programs to include member-related events, exhibition openings, program receptions, and others as required.
Coordinate internal catering and logistics as needed. Internal event coordination may include, but is not limited to, the following duties:Onsite event supervision from start time to ending
Working with AAM staff to schedule staffing, docents, volunteers, or visitor services staff as
Concessions (as applicable)
When concessions are needed, oversees orders of concession food and beverage items from major and local distributors.
Oversees liquor inventory, working with Finance, and ordering ensuring special orders and bulk ordering for events are processed timely and within budget.
Supervises part-time staff when applicable. Works to ensure staff are properly trained, developed, and high quality of food and beverage being served is maintained.
Maintains proper cleanliness standards and follows all health department guidelines.
Additional Duties
Assure adherence to Akron Art Museum’s facility rental policies and procedures for all bookings with AAM staff, onsite caterer, clients, and outside vendors.
Review rental policies at least annually with Senior Manager of Development Programs and Events making changes, as necessary.
Supervise quality of outside vendors.
Participates in the preparation of the annual facility rentals budget.
Prepare event revenue, expense and attendance figures as required by management.
Other duties as assigned.
QUALIFICATIONS
Minimum of 4 years professional experience in Event Management, Sales, Hospitality, Communications, Supervision, and/or non-profit environment preferred. Food Safety Level 1 and II Certification preferred; required within first 60 days. Must be 21 years of age. Must be able to effectively collaborate and function as a member of a team as well as function independently; highly self-motivated and able to work well without close supervision, with the ability to follow through on details in a timely manner; reliable, energetic, and well-organized. Excellent communication skills, both verbal and written, are essential, as are outstanding interpersonal skills. Basic proficiency in Outlook, Excel and other Microsoft Office programs is required. The job will require a flexible schedule, including working evenings and/or weekends.
Summit Artspace is interested in the many ways in which BIPOC+ artists impact our communities through their art. One artist will be selected to receive a $1,000 stipend to support the creation of a solo exhibition in Summit Artspace’s Horizon Gallery. Click here to apply.
