Director of Event Sales and Rentals

Harvard University • Cambridge, MA

13d • Hybrid

About The Position

The Director of Event Sales and Rentals will lead the American Repertory Theater’s private event rentals and hospitality program at the new Goel Center for Creativity and Performance in Allston. Reporting to the Managing Director and serving on the senior leadership team, the Director will develop an earned-income model and a robust calendar of private events that complements A.R.T.’s season programming and supports its mission. The role uses the Center’s performance venues, rehearsal spaces, studios, conference rooms, lobby, kitchen and bar, and outdoor plaza to create and execute events in coordination with the building’s programmatic use.

The Director will build and manage a small event-support team and oversee the booking, sales, planning, coordination, and execution of special private events, while ensuring excellent customer service. The position works closely with A.R.T.’s artistic, development, production, marketing, finance, and facilities teams, as well as clients, vendors, and Harvard stakeholders. The Director also serves as an enthusiastic A.R.T. ambassador and fosters a culture of community, trust, respect, professionalism, accountability, and inclusion.

The role is hybrid, with the work schedule and location set by the department according to operational needs. Evening, weekend, and holiday work may be needed. The position includes a three-month orientation and review period. Harvard does not provide visa sponsorship for this position.

Requirements

• Bachelor’s degree in a related field, or equivalent relevant training and experience.
• At least 7 years of relevant work experience.
• Supervisory experience.
• Knowledge of Microsoft Word, Outlook, and Excel.
• Knowledge of event management software applications.
• Strong verbal, written, and interpersonal communication skills, including the ability to communicate effectively with a diverse constituency.
• Demonstrated success planning and executing large-scale events.
• Strong budgeting acumen.
• Ability to work evenings, weekends, and holidays as needed.
• Ability to lift approximately 20 to 30 pounds, bend, stoop, and perform other physical exertion.
• Ability to stand for extended periods and walk for significant amounts of time.

Nice To Haves

• Experience working in nonprofit events.

Responsibilities

• Develop a strategic earned-income model for event rentals and hospitality at the Goel Center.
• Identify and prioritize ideal clients and client mix in partnership with senior leadership and the Boards of Trustees and Advisors.
• Monitor competitors and ensure rental pricing is competitive with comparable venues.
• Develop three-to-five-year sales goals based on the production schedule and space availability.
• Develop an event-type mix that aligns with A.R.T.’s mission and an internal and external marketing strategy.
• Identify event materials and equipment to purchase or rent and determine and maintain storage locations.
• Recommend, identify, and hire an appropriate staffing mix to support the rentals program.
• Maintain and communicate standard operating procedures for event operations.
• Maintain a private events calendar that complements mission-based programming.
• Prospect new business through existing relationships, research, and direct outreach.
• Negotiate events and develop contracts for events ranging from private dinners to multi-day conferences.
• Identify required, preferred, and allowed vendors and communicate options to customers.
• Develop and report monthly sales projections, identify growth opportunities, and identify areas for future investment.
• Prepare event-operation budgets and calendars and contribute budget and calendar information to other A.R.T. planning needs.
• Execute private rentals and A.R.T.-produced public events in accordance with organizer direction and contract terms.
• Establish and enforce rental policies, including guest-conduct expectations.
• Coordinate event planning and execution, including client and vendor walkthroughs, BEOs, setup and AV needs, staffing, equipment, and menus.
• Maintain working knowledge of event-related AV, lighting, and facility resources, and lead pre-shift meetings with event staff.
• Partner with Finance on event billing and invoicing; maintain client records, collect post-event feedback, and cultivate repeat business.
• Hire, orient, train, develop, and manage staff; oversee workflow and performance; and promote an inclusive work environment.
• Train event staff in support roles and maintain high standards of hospitality and customer service.
• Manage food and beverage staff, catering staff, and event contractors during events.
• Organize and maintain onsite storage of event-specific materials.
• Schedule general facilities maintenance in coordination with the onsite facilities team.

Benefits

• Generous paid time off, including parental leave.
• Medical, dental, and vision health insurance coverage starting on day one.
• Retirement plans with university contributions.
• Wellbeing and mental health resources.
• Support for families and caregivers.
• Professional development opportunities, including tuition assistance and reimbursement.
• Commuter benefits, discounts, and campus perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Director