Museum Events & Facility Rentals Manager

University of Florida•Gainesville, FL

3d•Onsite

About The Position

The Florida Museum of Natural History’s Events & Facility Rentals Manager is responsible for managing the Museum’s private rental program and coordinating events in Museum spaces. The position reports to the Associate Director for Operations, and is responsible for implementing, marketing and ensuring the success of the Museum’s facility lease program that serves as an earned income center for the Museum and a support program for other Museum events. The program is expected to generate revenue to cover the costs of OPS assistants, after-hours security, and the position’s salary and benefits, while also providing additional funding for Museum operations. In collaboration with the Associate Director for Operations, the incumbent develops and implements program goals, strategies, and initiatives to increase revenue, improve operational effectiveness, and enhance event services. The position manages rental documentation; tracks and processes payments; serves as the primary liaison with clients and vendors to ensure compliance with UF and Museum policies and supervises operations during rental events. The Event Manager is also responsible for interpreting administrative regulations and policies relating to public functions and University events.

Requirements

A bachelor's degree in an appropriate area of specialization and five years of appropriate experience; or an equivalent combination of education and experience.
Excellent communication, interpersonal, and organizational skills.
Superior decision-making and time management skills.
Ability to establish and maintain effective working relationships with other university and Museum departments.
Ability to prepare invoices, track receivables, and manage a budget.
Experience in supervising staff and scheduling work.
Ability to interact effectively with all levels of personnel and work efficiently with minimal supervision.
Demonstrates strong oral and written communication skills.
Provides excellent customer service.
Attention to detail is essential.
Strong organizational skills, ability to meet deadlines, and problem-solving capabilities are required to be successful in this position.
Proficiency in Office Productivity software (such as the Microsoft Office Suite), electronic communication tools (email, email campaign tools such as Constant Contact, etc), and electronic collaboration tools (Microsoft Teams, Slack, Docusign, etc) is required.
A professional demeanor and appearance are required.
The ability to work a flexible schedule including evenings and weekends is required.
The ability to lift up to 25 pounds is necessary, as the position may require some lifting or moving of event furniture.
Must take initiative, possess a strong work ethic, and demonstrate the ability to handle a diverse workload and manage various projects simultaneously.
Flexibility and creativity are essential.
Valid Florida Driver License
Evening and weekend work required.

Nice To Haves

Event management and program management experience is strongly preferred.
Sales or contract experience is desirable.
Special events, food and beverage, and/or sales and contract experience are strongly preferred.

Responsibilities

Manages all facility rental inquiries by providing information, conducting facility tours, and preparing written rental estimates.
Negotiates and processes rental agreements, payments, and third-party insurance requirements.
Serves as the Museum’s primary on-site representative for rental events and ensures appropriate event staffing coverage.
Develops, recommends, and implements policies and procedures to effectively administer special events and rental activities.
Serves as liaison with UF Environmental Health & Safety and Business Services to ensure compliance with university policies, insurance requirements, and approved vendor standards.
Coordinates event-related work orders for security, setup/strike, audio/visual support, and Butterfly Rainforest or traveling exhibit needs.
Develops floor plans for rental and internal Museum events.
Maintains and manages event equipment inventory, including tables, chairs, and related resources.
Identifies opportunities to align the Rentals Program with the Museum’s mission and strategic goals, and communicates these to rental clients.
Develops recommendations for rental fee structures and monitors their effectiveness based on market conditions, operational costs, and program goals, and monitors fee structures for all rental events in accordance with UF policy, positioning the Museum as a competitive venue in the Gainesville marketplace.
Invoices clients, collects and processes payments, and tracks receivables.
Reconciles all rental auxiliary accounts for accuracy, monthly.
Maintains monthly and year-to-date spreadsheets tracking rental activity, deposited revenues and expenses.
Participates in fiscal team meetings, planning, and initiatives to ensure financial sustainability of the Rentals Program and EPP’s overall fiscal health.
Researches comparable facility rental programs and industry trends to identify best practices and implement innovative, revenue-generating strategies that support the Museum’s mission.
Maintains the facility rental webpage.
Develops and implements marketing plans to solicit event planners, business/corporate clients, individuals, social and civic organizations, and others to ensure preeminence in the marketplace and fiscal sustainability of the program.
Explores and implements creative initiatives to attract new rental clients, especially private/corporate clients, to increase revenue and provide additional financial support for the Museum’s strategic objectives.
Collaborates with the Museum’s Marketing Department to develop promotional and collateral materials.
Assists the Development office with Member Preview receptions, fundraising events, and donor engagement activities.
Assists the Director’s office with special events as needed.
Assists the Education office with planning/execution of large-scale Museum signature programs, including ButterflyFest and Earth Day.
Collaborates with internal stakeholders to creatively plan/implement new strategic initiatives and events.
Coordinates permitting requirements for both rental and Museum-sponsored events.
Maintains and manages the Museum’s event calendar, in accordance with internal event request business processes and coordinates the use of the Museum’s public spaces.
Coordinates and monitors the use of Museum public spaces, including tracking visitation and space utilization related to rental events.
Recruits, trains, schedules, and supervises student interns, work-study employees and OPS staff as needed.