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Director I, Events

2 months ago

Charlotte, United States Discovery Place Full time
Job Details

Job Location
Discovery Place, Inc. - Charlotte, NC

Position Type
Full Time

Education Level
4 Year Degree

Travel Percentage
Up to 25%

Job Shift
Week days and weekends

Job Category
Nonprofit - Social Services

Description

At Discovery Place, a 501(c)(3) nonprofit organization, we fuel your passion for science and the natural world by delivering awe-inspiring exhibits and educational programs.

Our immersive experiences captivate, challenge, and empower audiences of all ages, sparking a spirit of discovery and lifelong learning. We hope to forge a future where science catalyzes, creating boundless opportunities, fostering hope, solving complex problems and driving positive change across the globe.

We're looking for driven, talented individuals who share our passion for making an impact and having fun while doing it.

General Summary:

The Director of Events is responsible for setting sales strategies and achieving revenue goals while developing and executing Event Rentals and internal Discovery Place events at each of Discovery Place's properties (currently 5). This position is charged with soliciting general event rental business and generating earned revenue for the organization. In addition to managing Event staff and executing both external and internal events, the Director will perform frequent market analysis and hone DP rental packages to be competitive and uniquely positioned to drive revenue. The successful execution of all events, external and internal, falls under the supervision of the Director and includes directing clients, vendors, donors, and colleagues to deliver quality experiences on time, on brand, and within budget.

Additionally, this position will support the logistical aspects of internal events including Advancement and Member events at all Museum locations from conception to completion. The Director of Events leads the development and execution of events that increase contributed revenue, cultivate and steward donors and Members, and advance institutional strategic priorities.

Essential Duties and Responsibilities:

Event Program Management
  • Performs quarterly market analysis of competitor properties and updates rental package options appropriately.
  • Collaborates with Marketing to create and distribute sales materials.
  • Establishes and maintains record keeping policies; trains staff to follow policies; produces regular and accurate reports of sales prospects and progress.
  • Manages department controllable revenue and expenses to achieve or exceed budgeted goals.
  • Develops and maintains approved caterers list.
  • Negotiates agreements with vendors.
  • Manages special events team workflow and assignments.
  • Serves as logistical lead Event Manager on major institutional events such as the annual fundraising gala, milestone celebrations, major capital project cultivation, and stewardship events.
  • Builds and maintains collegial working relationships across all Discovery Place departments.
  • Supervises the Coordinator, Events and Part Time Coordinator, Events.
  • Manages alcohol sales process onsite during events and assists in alcohol inventory management for the museums.
Event Rental Management
  • Design and execute external events and provide necessary support for internal events.
  • Focuses on exceptional customer service and stewardship by developing and maintaining relationships with clients to identify their needs and respond to concerns/questions immediately. Works with clients to outline the scope of the event including budgeting, scheduling, coordinating outside vendors and conveying any additional equipment needed.
  • Manage and track all event inquiries by responding immediately to requests for information or space availability, booking site visits as necessary and tracking the type of inquiries received.
  • Directs and trains event staff to include managing their activities from the set up to the event's breakdown.
  • Oversees the coordination of all internal Discovery Place needs including building services/Facilities, IMAX/AV, Collections, Exhibits, Operations and Experiences
  • Responsible party for ensuring compliance with insurance, legal, health, and safety obligations.
  • Negotiate and execute rental contracts.
  • Develops and maintains relationships with outside vendors (manages contracts, deliveries, and execution)
  • Prepare analysis and reports for each event including progress reports, budget to expense details, attendance information, summary of feedback from guests
  • Ensures appropriate staffing levels for all events.
Administration
  • Plans and executes the sales cycle by identifying potential sales opportunities and clients and capitalizes on those opportunities.
  • Generate new client relationships and stay connected to existing relationships through frequent exposure.
  • Manages multiple priorities and meets deadlines.
  • Manages and maintains accuracy of master Event calendar and space availability in the database.
Innovation
  • Develops and executes creative strategies to expand market reach and meet revenue goals.
  • Create community awareness by engaging with the local event/hospitality community and by attending community activities, events, or networking meetings.
Qualifications

Qualifications:
  • Bachelor's degree.
  • 8 years of experience in event management work nonprofit preferred, not required.
  • Prior supervisory experience
  • Passion for the Discovery Place mission.
  • Strong writing and copy-editing skills.
  • Experience using a database to track work.
  • Excellent internal and external customer service skills.
  • Entrepreneurial spirit with high energy for working in a fast-paced, dynamic team environment.
  • Experience working with volunteers.
  • Proven ability to meet deadlines.
  • Experience working creatively within budget to meet goals.
  • High attention to detail.
  • Must be able to work a flexible schedule early mornings, nights, weekends and events outside of normal business hours.
  • Must possess a valid driver's license.
Preferred Skills
  • Appreciation of the role of philanthropy in building community.
  • Demonstrated creativity in conveying messaging to achieve goals.
  • Excellent interpersonal communication skills.
  • Demonstrated understanding of fundraising fundamentals.
  • Ability to work with Board members, donors, and others with poise, to garner respect, to demonstrate confidence, and to communicate with candor.
Competency:
  • Sound decision-making skills in high-pressure situations.
  • Ability to adapt, plan for, and manage multiple projects in a fast-paced setting.
  • Ability to navigate a large organization, follow protocols, and communicate effectively with multiple departments.
  • Comfort and ease in speaking with high-level donors and high-profile clients.
  • Sound judgment in maintaining confidentiality of donor information.
  • Ability to work both as a team member and autonomously.
  • Proficiency with Microsoft Office suite (Word, Excel, Outlook, PowerPoint) required.
Working Conditions:
  • Primarily a museum environment with flexibility required for evening, weekend, and holiday work.
  • Occasional travel may be necessary.
  • Ability to lift and move objects as required.
Physical Demands:
  • Regularly lift and/or move up to 25 lbs., frequently lift and/or move up to 50 lbs.
  • Regular travel to other DPI museums will be required.
  • Occasional travel out of state may be required.


Employees of Discovery Place should uphold the mission, vision and values of the organization. We strive to provide exceptional service through four core values: uncommon courtesy, the pursuit of personal excellence, teamwork and inclusion. We value the diversity of opinions and intellectual thought and encourage an environment where employees can share ideas openly.

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities of this job. Other duties may be assigned. This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

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