Event Rentals Manager

RESPONSIBILITIES

Sales & Booking (50%)

·         In collaboration with Executive Director, CFO, Director of Visitor Experience & Marketing, and other senior Garden staff, create an overall sales strategy for the Garden’s event rental business and lead execution of the plan, generating earned revenue as budgeted each fiscal year and striving to exceed budget goals

·         Cultivate relationships with potential clients within targeted market segments: social, corporate, tech, etc.

·         Conduct site visits for potential clients, vendors, and partners

·         Respond to rental inquiries within one business day and in a professional manner conveying a high level of energy and excitement which aligns with the Garden’s mission and vision

·         Formulate quotes, contracts, and invoicing for clients

·         Populate and maintain a client database within PatronManager which supports the cultivation of long-term relationships and allows clients to consider membership, volunteerism and philanthropic opportunities

·         Create and manage tracking system for event rental inquiries to help inform business improvements and increase program value

·         With the CFO, manage program budget revenue and expense to meet and exceed sales targets

·         Maintains an updated rentals contract, policies and procedures document based off ongoing evolutions and enhancements

Event Coordination & Associated Logistics (25%)

·         Liaison with client, vendors and other associated parties onsite as necessary during lead-up to, day of, and post event

·         Work with Garden horticulture staff as needed to ensure proper care of all spaces is adhered to by all event participants, recognize potential liabilities, and manage risk accordingly

·         Manage a portfolio of private events ensuring solid communication and service across teams, vendors and clients:

o   Lead set up and break down of events on the specified day, including management of outside, client-hired event staff

o   Directly coordinate and communicate with vendors and partners by responding to queries, conducting walkthroughs, pre/post event briefings and any necessary follow-up; conduct post-event walkthroughs with vendors and partners to assess success of event and record any potential policy violations

o   Create and maintain a pre-approved vendor list and manage the ongoing partnership and business relationship in a productive and professional manner

o   Communicate and coordinate with other Garden departments to ensure smooth event processes and respectful collegiality

·         Manage overall event to ensure optimal experience by all guests and vendors

Administration (25%)

·         Coordinate with the Rec & Park Permits and Reservations staff for events requiring special scheduling and permitting as well as other permitting entities- ABC, SFFD, Health, SFPD,

·         Manage and administer a Garden-wide private events calendar and communicate it to all Garden staff on an ongoing basis

·         Collaborate/coordinate with Events Manager and Director of Learning & Engagement as necessary to schedule events and ensure client expectations are exceeded

·         Maintain up-to-date records and deliver timely reports on all indicators as delineated by CFO

·         Communicate efficiently with current and potential clients to drive growth

·         Serve as key point of contact for external vendors and manage contracts to deliver the best possible deals for and service to the Garden

·         Attend trade shows, bridal fairs, event planner meetings and other similar opportunities to promote the business

·         Collaborate with Director of Visitor Experience & Marketing to ensure all marketing efforts and collateral are current and properly reflect the Garden

·         Assist other departments with ad hoc projects as needed/available