Events & Reservation Manager

ESPLANADE ASSOCIATION • Boston, MA

11d • Onsite

About The Position

The Esplanade Association (EA) seeks an experienced Events & Reservations Manager to oversee the successful production of all EA stewardship events across season and venue, with particular oversight of the bookings in the Esplanade’s forthcoming Smith Family Pavilion and Charlesbank Campus (Charlesbank), EA's new year-round all season destination for park visitor welcome, wellness, discovery and engagement. This Manager serves as the organizational lead for EA's ongoing seasonal cultivation activities with supporters as well as milestone ribbon cuttings for public projects, and new event rental and reservation opportunities at Charlesbank. Seasonal responsibilities include Board meetings, the Annual Meeting, the summer Dock Party, the Moondance Gala and its related pre- and post- events, and will be complemented with new quarterly offerings at Charlesbank that may total approximately 15 events annually. Beyond EA events, this position is responsible for overseeing and managing the calendar of Charlesbank space use by EA for scheduled programs, by partners for community use and by EA's Cafe/Catering Operator for onsite event rentals and services. As the primary EA liaison with the Cafe/Catering Operator, this Manager must be able to work seamlessly with the Operator and their vendors (for AV, tenting, furniture, decor, entertainment and event planning) while adhering to EA procedures and standards of excellence for public service, park care and park user satisfaction and enjoyment. The role must work flexible hours including weekends, evenings and some holidays to accommodate public, partner and rental clients across desired hours of use. The Events & Reservations Manager will build excellent processes, reports and strategies to increase and improve meaningful gatherings in and for the park that expand EA's capacity to connect more people to the Esplanade.

Requirements

• B.A./B.S. or equivalent, with 5+ years exceptional event experience, ideally in a public or non-profit setting
• Proven track record of reliability, punctuality, efficiency and tact, with ability to serve several people and distinct tasks simultaneously with grace
• Confident good judgment on prioritization and decision-making
• Demonstrable positive attitude, welcoming demeanor, customer service focus, and enjoyment of the public
• Outstanding interpersonal skills and demonstrated ability to interface at all levels of an organization
• Proficient in Microsoft Office Suite and basic accounting procedures for reconciliations and deposits
• Attention to detail to deliver accurate monthly forecasts and annual budgets of revenue and expenses.
• Excellent creative, organizational and problem-solving skills to provide functional set-ups, innovative decor and enjoyable experiences
• Creative ability/networks to deliver innovative function set-ups, décor & talent as unforgettable experiences

Nice To Haves

• Experience with audio-visual (AV) systems is a plus
• Familiarity with Boston's Esplanade and a passion for parks, recreation, open space and climate resilience a plus
• Bilingual or multilingual skills a plus

Responsibilities

• Produce the Moondance Gala, EA's largest fundraising event, providing ~10% of total contributed revenue each year.
• Manage all logistics on budget, including vendor engagement, host committee management and internal coordination with fellow Development, Communications, and Volunteer colleagues for successful integration of event-specific designs, video content, presentation slides, registration & payment software, run of show, and execution of program.
• Responsible for all aspects of other EA signature events, including the Annual Meeting, Board meetings, the Dock Party, Gala kick-off, donor Hatch Shell dinners, corporate cultivation, and milestone events for ribbon cuttings or awards as scheduled, in coordination with EA’s Development, Programs and Staff.
• Propose theme, budget, schedule and invite lists to meet specific sponsorship interests and park needs.
• Supervise efficient setups and breakdowns in partnership with the Facilities Manager and relevant partners to ensure smooth overall operations and use of park and Charlesbank spaces.
• Ensure all EA vendors and guests are properly (if not personally) welcomed and ushered.
• Prioritize tasks, manage staff, pace logistics and problem solve to meet any event circumstance.
• Introduce creative and memorable experiences that fit EA's sustainability and park care standards.
• Evaluate and report on ways to improve event preparation, execution, outcomes and follow ups.
• As primary contact, respond dependably to all internal and external inquiries for all reservations or rentals.
• Maintain a master space calendar tracking use by EA staff, the Cafe/Catering Operator and the public.
• Establish and improve rental processes and FAQs to accommodate processes for scheduling, set-up options, contracts, payments, and providing proof of renter's liability insurance(s) as appropriate.
• Schedule and lead site visits with potential renters and schedule/provide on-site supervision during rentals.
• Attend proactively to all details to meet client requests as agreed. Anticipate concerns and set expectations.
• Partner with EA Facilities Manager and vendors to coordinate setup, breakdown, custodial service, and (IT) service for audio/visual (A/V) needs.
• Orient those making reservations on how to use the space, follow protocols, and access resources.
• Ensure policies and procedures, regulations, and safety practices are understood and followed.
• Inspect rental sites with time before and after use to ensure all furniture, fixtures, and equipment are operational and in ready-to-use condition.
• Develop relevant data and resources, including pre-approved vendor lists and materials for potential clients, facility and equipment guides for partners, and post event surveys, usage and revenue reports for systems improvements and required State reporting.
• Propose improvements to the space, use experience, and amenities in line with latest market trends.
• Work closely with the Facilities Manager for highest level of space cleanliness and maintenance.
• Work closely with Communications and Visitor Engagement Staff on outreach for equitable use, especially to neighbors in Environmental Justice Communities.
• As key EA contact with the Catering Operator, adhere to clear criteria, dependable systems and efficient communications for all scheduled catered events.
• Streamline systems for all aspects of event execution, from efficient delivery and set up to easy-to-follow shared client communications.
• Remain current on local nonprofit events and keep Supervisor and Senior Management informed of potential external events, issues or market trends that may impact rental or reservation forecasts.
• With the Facilities Manager, draft and continuously refine emergency action plan and procedures for events, keeping all updates to partners or clients current with latest regulations or best practices.
• Document and report facility incidents or accidents, safety issues.
• Assist on annual budgeting for investments specific to events.
• Responsible for additional duties as assigned.

Benefits

• 15 vacation, 12 sick & 2 personal days per year (after 2 years of service, vacation days increase to 17)
• 11 holidays, Thanksgiving, Christmas, New Years Day, MLK Day, and Presidents Day off and the 6 remaining as floating holidays depending on holiday worked, Memorial Day, Juneteenth, July 4, Labor Day, Indigenous Peoples Day and Veterans Day.
• Health and dental insurance, 80% of monthly premium paid by EA
• Health savings account with $2,500 EA contribution for those enrolled in EA health plan
• 403(b) retirement plan
• Commuter benefits, pre-tax deduction up to $300/month
• Paid professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees