Associate Director of Rental Events

As a senior member of the Events Team, the Associate Director of Rental Events is primarily responsible for leading the strategy and maximizing revenue for the Fine Arts Museums of San Francisco private and corporate event rentals at the Legion of Honor and de Young museums, which generate $1M in revenue annually.

This position manages all operational and logistical aspects of the Rental Events program, devising and implementing a strategy to expand event rental revenue through collaboration within multiple departments including Development, Curatorial and Facilities.

The Rental Events program strives to take maximum advantage of San Francisco's ever-growing convention and incentive travel business by working closely with professionals in these fields. The program further strives to maximize other private events such as weddings, corporate events, donor rentals, film rentals and virtual offerings.

The Associate Director of Rental Events works closely with professionals in the event industry in the Bay Area and beyond, as well as corporate and private rental clientele, to actively promote the Legion of Honor and de Young museums.

The ideal candidate will be a strategic, creative, and innovative leader who has strong project management skills, is highly organized and deadline driven, and who has the drive and collaborative spirit to enhance the museum's rental events and maximize their revenue potential.

Typical Duties and Responsibilities:

1. Direct the overall strategy for the Rental Events program, maximizing rentals at both the Legion of Honor and de Young museums in order to achieve a revenue target of $1M+ in the first year and growing in each subsequent year. Uses special exhibitions to target clients with incentive packages.
2. Enhance the overall creativity, innovation, organization, profitability, marketing and engagement for the Rental Events program, with the goal of maximizing revenue.
3. Oversees the sale and promotion of event spaces in the de Young and Legion of Honor. Provides information on availability, rental terms, permitted use of Museums, and exhibition schedules, including conducting site tours of facilities by setting standard days and times.
4. Researches, develops and maintains current and competitive policies, procedures and rates for the rental of both museums by individuals and organizations. Including exploring new growth opportunities in the areas of film productions, corporate rentals and private events.
5. In collaboration with the Marketing Department, develops an aggressive and detailed marketing plan and sales program for promoting the Museums as a premier event venue. Determines how best to maximize marketing and advertising budget. Analyzes print and web advertising opportunities to determine which is the most suitable and provides the best ROI. Oversees all marketing campaigns and advertisements.
6. Supervise and mentor the Manager of Rental Events, as well as on-call event coordinators, ensuring they are trained and understand museum regulations. Oversees workflows in communicating cross-departmentally all operations requests.
7. Serves as production lead for rental events on a case by base basis, depending on the client and bandwidth amounts Manager of Rental Events and Event Coordinators.
8. Partner with Development staff to build strategic relationships with rental clients, with the goal of converting rental clients into museum donors (corporate and individual) and increasing revenue, improving overall customer service and relations.
9. Serve as lead for donor rentals (donors who rent the museum for their own event at rental rates, or at-cost rates), overseeing all logistics and vendor/internal coordination.
10. Executes rental agreements and ensures rental documentation, insurance certificates, and payments are received. Maintains accurate mailing list records and updates as needed. Maintains client files and vendor files, and all event documentation, including event reports and communication. Reviews and updates contract language as required to ensure museum policies are adhered to and communicated to clients.
11. Prepares annual departmental budget for submission to Department Head. Prepares and distributes monthly revenue and expense reports, including budget variances. Responsible for achieving the approved revenue goals, as well as ensuring that expenses are within approved budgets for both the de Young museum and Legion of Honor museum rental programs.
12. Ensures all Museum guidelines and Fire Department regulations are enforced, including city, county and state COVID guidelines. Attends events as necessary to ensure that facilities regulations are enforced.
13. Establishes and maintains positive working relationships with event service providers, staff, and other departments including Café management.
14. Researches and determines which professional associations to join and maintain a presence within and which industry committees to participate in as well as donate time and/or services.
15. Represents the Museums at prime industry events and conventions. Works closely with Bay Area meeting and event planners to promote the Museums as a premier event location. Maintains a relationship with SF Travel and other businesses that refer out of state clients to Bay Area venues.
16. Establishes and maintains positive working relationships with event planning professionals to keep up with latest trends and information.
17. Serve as a collaborative member of the Events team and provide support for large annual fundraising events and other events as needed.

Minimum Qualifications:

Education: Bachelor's degree in business or a related field from an accredited university.

Work Experience: Five years of progressively responsible experience in facility rental management, including leading a team, establishing and meeting revenue sales goals, and planning and executing special events, or an equivalent combination of training and experience. Museum experience is a plus.

Skills and Abilities:

• Ability to consistently meet established revenue sales goals.
• Strategic, creative, and innovative leader.
• Demonstrated ability to work independently and exercise sound judgment.
• Ability to foster teamwork. Ability to work cooperatively with others to set goals, resolve problems, and make decisions to ensure museum events run smoothly.
• Ability to set priorities, develop task schedules, and monitor progress towards revenue goals.
• Excellent oral and written communication skills.
• Strong interpersonal skills with an ability to work and interact tactfully and effectively with representatives of various organizations, the public, and museum staff.
• Ability to work simultaneously on multiple projects in a complex, highly demanding, and fast-paced work environment.
• Must have a positive attitude and a sense of humor.
• Must be available to work evenings and weekends as needed for special events.
• Microsoft Word and Excel spreadsheet skills essential.
• Excellent organizational skills.

This position is full-time, 40 hours a week, eligible for a remote/onsite hybrid schedule. The benefits package includes medical, dental, vision and 401(k), and paid time off. 

The annual salary range for this position is $95,000-105,000. The final offer amount within this range will be based on experience and internal equity.

Application Deadline: Open until filled 

If you require an alternative method of completing this application please contact humanresources@famsf.org.

All new COFAM employees are required to be vaccinated against COVID-19 as a condition of employment. Please contact humanresources@famsf.org with any questions.