Events Manager

Da Vinci Science Center•Allentown, PA

About The Position

The Events Manager will plan, coordinate, and execute private events at our Science Center. This position is centered on delivering exceptional, well‑organized events—from initial planning and logistics to on-site execution and follow‑through—while also supporting event sales and client relationships. Our premier venue includes: Curiosity Hall– A large-volume main hall with immersive digital projection across three walls, including a 58 ft. x 53 ft. main screen, and seating for up to 300 guests. Outdoor Terrace– A 3,000 sq. ft. rooftop terrace overlooking downtown Allentown. Science Theater– A 1,700 sq. ft. flexible theater space. Immersive exhibit galleries featuring live animals, hands‑on science experiences, and large-scale environments. Full-building and partial after‑hours rentals. The Events Manager will focus on: Planning event logistics from concept to completion Coordinating vendors, internal teams, timelines, and on‑site needs Executing events with exceptional attention to detail and guest experience Building strong client relationships to support repeat business Supporting targeted event sales through outreach and consultation The ideal candidate brings strong event planning and coordination experience, excellent organizational and communication skills, and the ability to manage multiple events simultaneously in a fast-paced environment. Sales experience is beneficial, but the heart of the role is executing high‑quality events.

Requirements

5+ years of experience in event management, preferably in a museum, hotel, convention center, or a similar venue.
Strong sales and negotiation skills with a track record of achieving or exceeding revenue targets.
Knowledge of the arts and cultural sector, with a genuine passion for museum offerings and the ability to effectively communicate the Science Center's value proposition.
Bachelor's degree or equivalent on-the-job experience in lieu of a bachelor’s degree in hospitality management, marketing, business administration, or a related field.
Excellent organizational skills and the ability to manage multiple events simultaneously, adhering to strict timelines and deadlines.
Exceptional interpersonal and communication skills, with the ability to engage and build rapport with diverse clients and stakeholders.
Proficiency in event planning and logistics, including budgeting, vendor management, and contract negotiation.
Detail-oriented mindset with strong problem-solving skills and the ability to anticipate and mitigate potential challenges.
Proficiency in event management software and CRM systems.
Flexibility to work evenings, weekends, and holidays, as required by event schedules.

Nice To Haves

Existing contacts and relationships in hospitality and event planning within the Lehigh Valley is a plus.
Bilingual in English and Spanish a plus.

Responsibilities

Lead the planning, coordination, and execution of all private events, ensuring seamless logistics, outstanding guest experiences, and high-quality delivery from initial concept through event completion.
Serve as key planner and coordinator for internal Science Center events, including galas, award ceremonies, conferences, fundraisers, and other signature programs, supporting both pre‑event planning and day‑of execution.
Oversee all event logistics, including space planning, vendor coordination, staffing needs, audiovisual requirements, timelines, and event setup and breakdown.
Develop and distribute comprehensive event plans for all assigned events at least two weeks prior to the event date, ensuring all internal teams and partners are aligned.
Collaborate closely with the Science Center’s exclusive catering partner and internal departments—including marketing, facilities, education, and fundraising—to ensure smooth planning and exceptional event execution.
Coordinate and manage all required third‑party vendors, including negotiation, contracting, and on-site oversight to maintain high standards and consistency.
Provide excellent customer service throughout the entire event planning process, addressing client questions, needs, and concerns promptly and professionally.
Support internal stakeholders with day‑of coordination for major internal Science Center events, such as galas, award ceremonies, and conferences.
Ensure that Science Center standards for private events are clearly defined, communicated, and met, maintaining a consistent, high‑quality guest experience.
Develop and manage event budgets, track expenses, monitor financial performance, and identify cost‑saving opportunities that do not compromise quality.
Support sales efforts by responding promptly to inquiries, conducting site visits, and preparing tailored proposals that align client needs with Science Center capabilities.
Assist in identifying new business opportunities by engaging with event planners, corporations, social clients, and community partners to build relationships and promote the venue.
Participate in contract and pricing discussions, ensuring alignment with Science Center policies and timely processing of payments and receivables.
Work with catering partners to craft food and beverage offerings that meet event goals and budget requirements.
Stay informed on industry trends, competitor offerings, and market dynamics to identify opportunities for improvement and innovation.
Support the adoption and use of technologies that enhance team coordination and communication.
Other duties as assigned.