Events Manager

Event Manager (Contract Position)

Position Description: The Events Manager is a part-time contracted position reports to the Executive Director and is primarily responsible for the development and flawless execution of internal and external events and grounds rentals of the Alliance for the Arts and provides support as needed to fulfill the Alliance for the Arts mission. The Event Manager serves as the first point of contact in planning and executing events. Partners with teams of people and provides direction and/or access to resources to ensure successful events. Manages event planning including the preparation of contracts, permitting and site inspections. Facilitates timely communications regarding event logistics to all relevant departments. Creates and implements systems for reviewing event profitability, while monitoring expenses and maximizing revenue.

About the Alliance: The Alliance for the Arts is a vibrant and welcoming nonprofit visual and performing arts center located in the heart of southwest Florida. Since the 1970s, we’ve been transforming lives and improving community through the arts. Our year-round schedule of events has become a staple for our community to connect with each other and to the arts during engaging gallery exhibitions, inspiring art classes and stimulating theatre productions. The Alliance is a creative space that spurs and supports self-expression, imagination and equity.

The Alliance is committed to hiring from a diverse pool of applicants that reflect our community and add to the culture of our organization.

Primary Responsibilities

• Independently lead the event planning and production process from inception to completion for small and large-scale in-person, hybrid and virtual events as assigned by the Alliance
• Procure contractors and teams of people assigned to an event
• Provides direction and resources to ensure clarity of roles and successful event operations
• Collaborates with other department supervisors and/or external vendors to schedule and plan work assignments based on event staffing needs and other requested services. Ensures adequate staffing, space, facilities, and other services as needed
• Prepares all documents for permit submission to City of Fort Myers and appropriate local agencies
• Builds and maintains collaborative working relationships with internal and external partners
• Pursues opportunities to increase and maximize Alliance for the Arts event revenues. Monitors customer preferences to solicit new or continuing business for the Alliance and market opportunities to expand the footprint of events
• Meets with prospective and current event clients. Conducts tours of campus facilities. Addresses questions and provides solutions to clients’ concerns and issues. Addresses client needs and makes suggestions regarding equipment, facilities, and other services.
• Provides excellent customer service and seeks to improve customer satisfaction to create loyalty
• Prepares proposals for provision of services and rental of campus spaces and property
• Determines price schedules and discount rates that maximize revenues and are mission aligned
• Negotiates contracts within pre-established pricing parameters
• Prepares detailed sales/event reports, including sales data worksheets, cost projections, and other financial metrics
• Reviews contract details with senior management prior to delivery
• Ensures the contractual terms including payment terms/dates are followed
• Monitors expenses and labor costs to meet budget parameters. Monitors delivery of all goods and services to ensure contract terms are satisfied. Collects payment and submits all documentation and post-event reports to the Executive Director in a timely manner after the conclusion of an event.
• Contracts with additional event staff if needed.
• Create and manage event work plans to ensure clear delineation of responsibilities (during the planning process and on-site) by coordinating with Alliance staff and external consultants so that deliverables and deadlines are met.
• Act as the primary contact and on-site liaison responsible for all aspects of the event, including staff and speaker management, vendor oversight, safety and security protocols, and problem solving any issues that may arise.

Job Types: Part-time, Contract

Pay: $20.00 - $24.00 per hour

Expected hours: No more than 20 per week

Benefits:

• Flexible schedule

Schedule:

• Evenings as needed
• Extended hours
• Nights as needed
• Weekends as needed

People with a criminal record are encouraged to apply

Experience:

• Events management: 2 years (Required)

Work Location: In person