Event Manager

Event Manager

The Event Manager is a full-time, integral member of TheatreSquared’s community experience staff, charged with maintaining and cultivating client and vendor relationships and providing a welcoming presence while coordinating events. This position reports to the Director of Community Experience.

The Event Manager will be committed and engaged in serving groups from all backgrounds—and as a positive, collaborative member of an inclusive workforce—this staff member will help TheatreSquared answer the question, “How can a theatre be an agent of social change—helping foster a community that is fundamentally more equitable?”

ESSENTIAL FUNCTIONS: 

• Represent TheatreSquared as a host in Community Events.
• Answer inquiry emails, calls and in-person requests with regard to rental information for weddings, special events, private parties and corporate meetings.
• Offer and conduct tours of meeting spaces.
• Sell and negotiate meeting spaces.
• Act as a main coordinator with potential and existing clients, including, but not limited to:
  • Regular meetings with clients (in person or virtual) to coordinate event details.
  • Working with clients on event timelines.
  • Confirming event requirements, such as floor plans and vendors as needed.
  • Communicating with clients regarding their budget, space, and vendor needs.
  • Manage all aspects of the event and work as a liaison for the facility during the course of the event.
  • Take deposits and final payment.
• Act as a main coordinator with potential and existing vendors, including, but not limited to:
  • Alongside the Director of Community Experience and development team, negotiate all in-kind partnership restaurant contracts for T2 opening nights and other events.
  • Pay invoices for rentals and other vendors.
  • Take deposits and final payment.
• For internal events, (such as the Gala, Season Unveiling, or Season Celebration), assist other departments as needed to:
  • submit paperwork for permits
  • coordinate rental companies
  • coordinate and hire DJ or entertainment, 
  • coordinate with other departments for any special needs, 
  • create a floor plan, 
  • hire and schedule extra staff to work events, 
  • work with Front of House for labor assistance, 
  • purchase or rent any additional event items as needed, 
  • coordinate food and beverage needs, 
  • maintain a budget list of expenses.
• Alongside Commons Management staff, determine any food and beverage needs for event catering and maintain an accurate and up-to-date catering menu.
• Consult with the Director of Production on availability of event and/or meeting spaces.
• Schedule additional staff for events as needed. Approve working hours, pay rate, and assign duties.
• Create and maintain facility rental agreements, event packages, and event inventory list as needed.
• Maintain and update Tripleseat  software for event bookings.
• Provide and update revenue for Events via Tripleseat software.
• Organize and bill outstanding invoices for past events.
• Maintain the event calendar.
• Replace and maintain event inventory items.
• Work all logistics for set up and break down of all events – internal and external.
• Work all logistics aspects of internal and external events.
• Create content for the Events page on our website.
• Create content and floor plans with correct capacities for Events brochure. 
• Complete other duties at the discretion of management

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Attending planning/logistics meetings for internal events (ie, Gala, Season Unveiling, and/or Season Celebration, etc)
• Collaborating with the Director of Community Experience in recruiting, hosting, and planning community events within the Commons space (ie, Sunday Night Social, Hot Cocoa with Santa, Pop Up Bar, etc.) 

QUALIFICATIONS/REQUIREMENTS

• Bachelor’s degree or higher in Hospitality Management, Communications, Public Relations, or some experience equivalent.
• Demonstrated ability to effectively interact with people of diverse socioeconomic, cultural, disability, and ethnic backgrounds 
• Effective in providing exceptional customer service
• Clear concise written and verbal communication skills 

DESIRABLE SKILL SETS

• Proficiency with Google Suite
• Familiarity with event planning software, such as Tripleseat
• Familiarity with venue floor planning software, such as 3D Event Designer 
• Certifications/trained in different event aspects (ie, International Association of Venue Managers and ServSafe, etc.)
• Ability to increase event rental total revenue 

TO APPLY 

To apply, submit a cover letter, employment resume, and references by visiting https://theatresquared.bamboohr.com/jobs/. 

TheatreSquared celebrates diversity and commits to creating an inclusive environment for all employees. Our goal is to remove barriers to employment that are faced by racialized groups and encourage applicants of all genders, abilities, and ethnic, socio-economic, religious, and educational backgrounds. TheatreSquared believes that a team with a variety of perspectives 

and skills is critical to our growth as an organization, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. 

COMPENSATION & BENEFITS 

This permanent, full-time, exempt position includes an annual salary in the range of $38,000.00 to $42,000.00 commensurate with experience, and full benefits. These benefits include health; dental; paid time off; paid parental leave; professional development allowance; employer-sponsored long-term and short-term disability; $100,000 in employer-sponsored term life insurance; and voluntary 401(k).

ABOUT THEATRESQUARED & NORTHWEST ARKANSAS 

Now in its 18th season, TheatreSquared’s challenging, heartfelt, and intimate productions reach 60,000 patrons each year, including more than 20,000 students and their teachers. T2 fills a crucial niche in the region’s cultural landscape as the only year-round, producing professional theatre within a 150-mile radius, operating on an annual budget of $6 million. The company employs a full-time staff of 35 and additional part-time/seasonal staff of 25 each year. TheatreSquared employs trained artists from across the country to create its 330 annual

performances and is contracted with Actors' Equity Association. The theatre is also Arkansas’s home for professional playwrights, developing scripts through the Arkansas New Play Festival in Fayetteville and Bentonville and producing new works and world premieres each year. TheatreSquared’s architecturally significant, 50,000-square-foot, two-venue permanent home was completed in 2019. For details on the facility, visit ournextstage.org. 

Fayetteville and Northwest Arkansas were ranked fourth by US News and World Report in its 2019 "Best Places to Live in the US.” Located in the scenic Ozarks and offering a low cost of living and high quality of life, this vibrant metro area recently surpassed the half-million population mark and is home to the headquarters of Fortune 100 companies including Walmart Stores, J.B. Hunt, Tyson, and peer world-class cultural institutions such as Crystal Bridges Museum of American Art.