Manager, Private Events

SOUTH COAST BOTANIC GARDEN FOUNDATION•Unincorporated Rolling Hills Estates, CA

4d•$25 - $28•Onsite

About The Position

South Coast Botanic Garden’s mission is to connect ALL to the wonders of nature and create offbeat experiences that inspire stewardship and sustainability. The 87-acre destination is an oasis of curated gardens and natural landscapes built atop a reclaimed landfill, serving as a powerful example of environmental renewal. From the Dorothy and John Bohannon Rose Garden to the Dorothy and Allen Lay Staghorn Fern Collection and immersive seasonal exhibits, the Garden offers guests unique opportunities to engage with nature. With continued growth and exciting new developments ahead, this is an exciting time to join a dynamic and evolving organization. South Coast Botanic Garden fosters a workplace culture where strategic focus and cultural health go hand in hand. Team members are collaborative, adaptable and committed to supporting the Garden’s mission and guest experience.

Requirements

Minimum 3 years of experience in event planning, venue coordination, hospitality, or a related field.
Strong project management and organizational skills.
Exceptional customer service and relationship-building abilities.
Demonstrated ability to lead client relationships and manage multiple events and deadlines simultaneously.
Excellent written and verbal communication skills.
Strong attention to detail and follow-through.
Demonstrated ability to make significant planning and operational decisions and exercise sound judgment.
Ability to lead, supervise, coach, and develop staff.
Ability to manage escalated client, vendor, and operational issues professionally and effectively.
Proficiency with Microsoft Office and cloud-based collaboration tools.

Nice To Haves

Experience coordinating weddings, corporate events, social events, or venue rentals.
Experience working in a venue, museum, garden, hospitality, or nonprofit environment.
Bachelor's degree or equivalent experience.
Proficiency with event-management, CRM, scheduling, and communication platforms.

Responsibilities

Own the client relationship for assigned private events following contract execution with the Sales team.
Serve as the primary point of contact for clients and event planners and establish clear communication expectations throughout the planning process.
Lead the overall planning process from booking through event completion, establishing planning milestones, priorities, and operational requirements.
Lead planning meetings, venue walkthroughs, site visits, rehearsals, and technical walkthroughs, delegating appropriate coordination and follow-up responsibilities to the Coordinator.
Establish and maintain comprehensive event timelines, event orders, and planning requirements.
Ensure client requests, changes, expectations, and requirements are evaluated, documented, and communicated appropriately.
Provide exceptional customer service while managing client expectations and balancing client needs with Garden policies, operational requirements, and venue standards.
Make significant planning and operational decisions affecting assigned events and resolve issues that require judgment beyond established guidelines.
Review and approve final event plans, event orders, timelines, site plans, vendor arrangements, and operational requirements before distribution to internal stakeholders.
Ensure the Coordinator has clear direction, priorities, deadlines, and information necessary to support event planning and execution.
Own vendor relationships and serve as the primary liaison with event planners and key vendors regarding event logistics, venue access, operational requirements, and compliance.
Establish expectations for vendor access, scheduling, documentation, and compliance with Garden policies.
Manage Certificates of Insurance (COIs), vendor agreements, permits, and required documentation, with the Coordinator’s support tracking and follow-up.
Ensure vendor compliance with Garden policies, access procedures, safety requirements, and operational standards.
Oversee vendor load-in, setup, event activities, breakdown, and load-out, delegating routine coordination and monitoring responsibilities to the Coordinator as appropriate.
Resolve significant vendor issues, disputes, compliance concerns, or changes that may affect event operations or the client relationship.
Serve as the primary liaison among clients, vendors, the Coordinator, and Garden departments when issues require management-level coordination or decision-making.
Lead the comprehensive planning and operational coordination of private events.
Maintain oversight of the private events calendar and associated planning milestones.
Establish event planning priorities and ensure all required details are finalized and communicated in advance of event execution.
Review and approve event documentation prepared and maintained by the Coordinator.
Coordinate event requirements across departments including: Event Operations, Food & Beverage, Visitor Services, Horticulture, Marketing, Facilities and Rangers.
Identify and proactively resolve logistical challenges during the planning process.
Make significant changes or exceptions to event plans when necessary, ensuring appropriate communication with affected stakeholders.
Ensure appropriate MOD coverage and operational staffing based on event complexity, schedule, and organizational needs.
Prepare post-event notes, recommendations, and follow-up actions to support continuous improvement.
Serve as the primary MOD for major, complex, high-profile, or otherwise designated private events and ensure appropriate MOD coverage for other private events.
Provide hands-on leadership and decision-making during load-in, setup, live event execution, breakdown, and load-out.
Serve as the primary on-site contact for clients, event planners, key vendors, Garden staff, and guests during assigned MOD shifts.
Oversee day-of delivery of contracted services, including staffing, parking, rentals, Food & Beverage, vendor access, setup, and load-out.
Confirm venue readiness and ensure compliance with approved event plans, Garden policies, safety procedures, and operational standards.
Coordinate with Event Operations, Visitor Services, Facilities, Rangers, Food & Beverage, and other departments to address operational needs and resolve issues in real time.
Monitor concurrent events and coordinate operational responses to minimize conflicts and disruption to Garden visitors.
Exercise management-level judgment and make significant event-day decisions within established authority.
Handle escalated client, vendor, guest, and staff concerns and determine appropriate resolution or escalation to Garden leadership.
Direct the Coordinator and other staff supporting event operations as appropriate.
Protect Garden property, facilities, landscapes, and other assets throughout event operations.
Respond to safety and operational issues during events and coordinate appropriate responses with Garden leadership, Rangers, emergency services, and operational teams.
Complete or review incident reports, event summaries, and post-event documentation and ensure required follow-up is completed.
Partner closely with Event Operations and other Garden departments to establish and communicate event requirements.
Maintain strong working relationships across all Garden departments supporting private events.
Coordinate cross-departmental planning and resolve operational conflicts or competing priorities.
Serve as the management-level point of coordination when private event requirements affect general Garden operations.
Participate in planning meetings, operational reviews, and event walkthroughs as needed.
Support organizational initiatives that enhance the Garden’s private events program, operational effectiveness, revenue opportunities, and guest experience.
Directly supervise the Coordinator, Private Events, including assigning work, establishing priorities, setting deadlines, and monitoring workload.
Provide effective onboarding, training, coaching, feedback, direction, and performance accountability.
Review the Coordinator's work for accuracy, completeness, timeliness, and quality.
Provide clear direction regarding event planning priorities, client communication, event documentation, and day-of responsibilities.
Coordinate staff schedules and MOD coverage based on private event activity and operational needs.
Participate in hiring, performance management, and employee development in partnership with the Chief Impact Officer and Deputy Director.
Foster a collaborative, organized, service-oriented, and accountable team environment.
Provide functional direction to staff, contractors, volunteers, and vendors supporting private event execution.
Ensure compliance with applicable timekeeping requirements and California meal and rest break requirements.
Monitor and approve timecards accurately and in a timely manner.
Reinforce expectations with staff regarding attendance, breaks, and scheduling.
Address timekeeping or scheduling concerns and escalate issues to the Chief Impact Officer and Deputy Director as appropriate.