Event Space Coordinator, MAG

What you'd do

• Manages the activities of the events office, including but not limited to, staff oversight, coordination of M&T Bank Clothesline festival, monitoring and tracking of events finances, and other tasks as assigned by supervisor.
• Manages scheduling of internal and external events in all parts of the Gallery complex.
• Checks calendar for availability.
• Receives requests by various avenues, such as telephone, e-mail, in-house request forms and walk-in customers, and books spaces as available to maximize revenue while also considering MAG programmatic space needs.
• Prepares and processes contracts from Event Management System (EMS) to confirm event booking.
• Enters all resources into EMS per event, including facilities, security, docents, room rentals, any outside vendors, furniture, catering, attendance counts, deliveries, event types, comments, etc.
• Authorizes deposits and final payments and invoices with authority to sign off on financial documents.
• Reviews weekly events to anticipate and determine rental needs based on available in-house supply.
• Compiles, edits and checks for accuracy in all created room diagrams per event and distributes to facilities and catering.
• Updates facilities room set-up book weekly, along with weekly FAMIS work order.
• Creates Event Spec Sheets, detailing all aspects of large-scale/VIP events and distributes to MAG staff, caterer, and client (when appropriate).
• Assists caterers by providing information pertinent to events, including room diagrams and notes from clients and constant communication and coordination with caterer.
• Follows-up with clients and processes thank you letters and evaluation forms.
• Communicates arrangements of docent-led exhibit tours to the position charged with oversight of Volunteers to further the public’s knowledge of the collection.
• Meets with store staff to identify groups likely to affect store sales.
• Responds to clients’ requests throughout event planning process, as well as any on-site requests during events he/she is covering.
• Procures and establishes new business for the gallery.
• Works with corporate and private membership managers to provide leads.
• Works with high level donors, Provost Office, U of R President, and Advancement staff on high level events, as well as county legislators, high level corporate representatives, and community partners.
• Provides potential clients with written materials to encourage booking.
• Interacts prospective clients to sell rental space.
• Boosts sales with additional equipment rental such as A/V, gallery time etc.
• Prepares overtime schedule for facilities crew and security staff.
• Processes monthly sign-up sheet from EMS for facilities crew, air handler, security, gallery access, and other operational schedules.
• Processes monthly security rosters from EMS and processes security request forms for any additional monthly security needs.
• Oversees all scheduled staff during events, including security, facilities, docents, and catering staff.
• Makes managerial decisions as needed and maintains thorough knowledge of and enforces gallery policies to ensure the safety of artwork and gallery property during events.
• Ensures crowd control with respect to fire safety.
• Oversees facilities staff to ensure room set-ups are completed as requested by clients, including tables, chairs, A/V equipment, cleanliness etc.
• Processes necessary documents and performs necessary duties in support of events office event sales.
• Maintains Events Office forms and informational packets.
• Distributes calendars.
• Reconciles calendar with event files in drawer.
• Creates event signage and posts.
• Prepares and signs documentation including letters to clients and contracts.
• Processes necessary documents and performs necessary duties to assist with the planning and coordinating of the Clothesline Festival.
• Contracts all service providers needed for festival, including golf cart rental, porta-johns, medical services, maintaining permits, etc.
• Assists with grounds layout and marking.
• Answers calls and provides information to artists during application process.
• Processes deposits and refunds and requests for payments for festival expenditures.
• Responsible for events email inboxes.
• Conducts Staff Events Office meeting to review upcoming week of events.
• Updates calendar with any changes.
• Attends monthly staff meetings and other meetings as required.
• Serves on committees as required, including Clothesline committee.
• Provides input and makes recommendations on budgetary items.
• Manages multiple priorities with initiative and in a timely manner, often under strict deadlines.
• Maintains confidentiality.
• Other duties as assigned.

What they want

• Bachelor's degree and 1 year of administrative experience required
• Or equivalent combination of education and experience
• Event planning, hospitality or project management experience preferred
• Ability to work hours on nights, weekends, holidays, and special events required
• Excellent written and verbal communication skills and ability to manage competing demands preferred
• Effective organizational skills, attention to detail, collaborator and problem solver preferred
• Committed to providing excellent customer service preferred
• Demonstrated ability to work as a member of a team preferred
• Self-motivated, proactive and ability to anticipate needs preferred