Special Events Manager

Position Title: Special Events Manager

Classification: Exempt

Position Summary & Objectives

The Special Events Manager is responsible for planning, promoting and executing Historic

Bethlehem Museums & Sites (HBMS) Special Events.

The main objective for this position is to develop and execute Special Events that ultimately:

• Serve as entry point for introducing the community to HBMS properties
• Foster community engagement to grow the HBMS audience
• Steward relationships with sponsors and community partners
• Generate revenue to support the HBMS mission

Essential Functions & Responsibilities

o Participate in efforts to create a culture of philanthropy at HBMS in all your day-to-day activities

o Manage all planning and logistics for HBMS signature events (Blueberry Festival, Apple Days, Turkey Trot, Rooms to View House Tour and Holiday Dinner) and sponsor events/receptions, including:

Sponsorship

• Solicit sponsorship, in-kind support, auction items, and event attendees to achieve revenue goals for each event and effectively steward relationships
• Develop and implement sponsorship opportunities that maximize event revenue, community exposure and return on investment
• Facilitate meetings with event sponsors and follow-up on all details to ensure contract is completed and sponsor expectations are met
• Maintain records of all correspondence with sponsorship solicitations, programming contracts, and vendors (paid and in-kind) related to Special Events in Raiser’s Edge

Committee Management

• Recruit, in conjunction with President & CEO and the Vice President & Managing Director, influential social and corporate individuals to serve as chairs and committee members for signature events
• Manage efforts of volunteer committees to ensure event goals are reached and the committee remains focused on maximizing event revenue; Communicate regularly with committee members both as a group and individually to foster engagement

Event Logistics

• Procure any permits from the City of Bethlehem, PA LCB, and other organizations required for Special Events
• Assist with, in conjunction with Volunteer Manager, recruiting volunteers for all events
• Coordinate event details to ensure adequate coverage of staff and volunteers for the event and minimize utilization of staff by having adequate volunteers
• Create opportunities for Vice President and President to have face time with key sponsors/donors/volunteers before, during and after events
• Manage all day-of-event activities to ensure the event and wrap-up run smoothly
• Ensure expenses are kept within budget while being mindful of indirect costs
• Work with the Database Manager to ensure all event participant information is entered into the donor database system and donation acknowledgments are produced after each event
• Develop and execute a promotion strategy for maximizing the audience for all HBMS events

o Analyze event performance and present proposals for future enhancements to keep community-engaged/remain relevant

o Develop, in conjunction with Director of Finance, expense & revenue budgets for events

o Propose and develop new event opportunities which are not currently in the annual development plan

o Develop relationships with other community organizations to capitalize on opportunities for event support and collaboration.

Reporting Relationships:

The Special Events Manager reports to the VP/Managing Director

Work Environment and Physical Demands

Duties of this position are performed in an office setting as well as at various HBMS historical sites or personal residences. The position frequently requires standing, sitting, bending, walking and climbing stairs. Festivals are held outside.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position. Duties, responsibilities and activities may change at any time.

HBMS considers individuals for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status.

This Job Is Ideal for Someone Who Is:

• People-oriented -- enjoys interacting with people and working on group projects
• Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
• Achievement-oriented -- enjoys taking on challenges, even if they might fail

Job Type: Full-time

Education:

• Bachelor's (Preferred)

Experience:

• Events management: 2 years (Required)

Work Location: In person