Event Sales Manager

Worcester Center for Performing Arts•Worcester, MA

About The Position

The Event Sales Manager attracts and secures private functions and events in the theatre’s spaces, including the stage, lobby, function rooms, and Jean McDonough Arts Center. Events may include meetings, receptions, graduations, fundraisers, weddings, and other non-ticketed functions. The role seeks to maximize net revenue from rentals while coordinating with operations staff to provide high-quality customer service consistent with the theatre’s brand. It also builds positive relationships with vendors and community organizations and promotes facility use outside performance times. The position coordinates rental-event marketing, communications, estimates, contracts, calendars, room layouts, staffing and vendor logistics, event finances, invoicing, and on-site event support. It also coordinates in-house and partnership events, manages related staff and vendor coordination, tracks expenses, and supports billing. The role may require extended or irregular event-based hours, including days, nights, weekends, and holidays. The posting states that the Events Coordinator is not expected to work more than 20 hours during any one week. The role requires three years of event planning and sales experience. A bachelor’s degree in hospitality or a related field, or an equivalent combination of education, training, and experience, is preferred. Physical requirements include standing for extended periods, repeatedly climbing stairs, moving throughout the theatre, and continuously lifting and carrying up to 50 pounds.

Requirements

Three years of event planning and sales experience.
Ability to work extended or irregular hours, including days, nights, weekends, and holidays, and to work event-based hours determined by the theatre schedule.
Excellent communication skills, including writing, proofreading, and speaking.
Proficiency using the web for research, event administration, and procurement, and proficiency with the latest versions of Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to deal effectively with internal and external customers, donors, and members with patience, tact, and diplomacy.
Ability to prioritize and manage multiple tasks in a fast-paced environment.
Excellent interpersonal skills in person and by phone, with a high level of professionalism.
Strong customer-service ethic and high expectations for quality.
Ability to stand for extended periods, including upwards of five hours, and repeatedly climb stairs.
Ability to move throughout the theatre environment and building and continuously perform essential functions for an extended period.
Ability to lift and carry up to 50 pounds continuously.
Ability to see details at close range.

Nice To Haves

Bachelor’s degree in hospitality or a related field, or an equivalent combination of education, training, and experience.

Responsibilities

Attract and secure rental functions and private events across the theatre’s spaces.
Coordinate with the communications department on marketing materials, advertisements, social media, and other efforts to generate rental interest.
Communicate with prospective and contracted renters through meetings, phone calls, and emails, and negotiate estimates and sales contracts.
Develop ideas to increase use of the theatre and function rooms on non-performance days.
Maintain the PRISM shared calendar of potential and confirmed rental events, including event details.
Prepare rental cost estimates, incorporating production staff estimates for stage or BrickBox rentals when required.
Prepare and execute rental agreements and collect deposits as appropriate.
Coordinate event layouts, setup and breakdown information, and event execution with facilities and operations staff; participate in setup and breakdown.
Communicate event details to the VP of Operations & Production to coordinate staffing, volunteers, logistics, and parking.
Coordinate food and beverage needs with the Food and Beverage Director.
Track event finances, including check requests, invoicing, and reporting; provide information to finance staff for final invoices.
Remain on-site through the conclusion of events to settle client invoices and coordinate rental-item pickup.
Attend rental events, rehearsals, and meetings; when absent from an event, designate and brief a part-time Events staff member as manager on duty and introduce that person to the renter.
Coordinate in-house events, including annual meetings, subscription launch events, FSS recognition nights, 1926 Society luncheons, and partnership events.
Coordinate in-house event communications and logistics with operations, facilities, and production staff.
Coordinate and contract with vendors such as caterers and florists as needed.
Track in-house event expenses and provide final expense information to finance staff for invoicing.
Approve billing and invoices for commencements and other in-house events.
Remain on-site through in-house events to settle vendor invoices.
Follow the organization’s values and comply with its rules and regulations for safe and efficient operation of all spaces.