Museum Events & Facility Rentals Manager

University of Florida•Gainesville, FL

4d•$61,000 - $64,000•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.
Event management and program management experience is strongly preferred, and sales or contract experience is desirable.
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.
The ability to interact effectively with all levels of personnel and work efficiently with minimal supervision.
Strong oral and written communication skills.
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

In collaboration with the Associate Director for Operations, manages all facility rental inquiries by providing information, conducting facility tours, and preparing written rental estimates.
Negotiate and process rental agreements, payments, and third-party insurance requirements.
Serve as the Museum’s primary on-site representative for rental events and ensure appropriate event staffing coverage.
Develop, recommend, and implement policies and procedures to effectively administer special events and rental activities.
Serve as liaison with UF Environmental Health & Safety and Business Services to ensure compliance with university policies, insurance requirements, and approved vendor standards.
Coordinate event-related work orders for security, setup/strike, audio/visual support, and Butterfly Rainforest or traveling exhibit needs.
Develop floor plans for rental and internal Museum events.
Maintain and manage event equipment inventory, including tables, chairs, and related resources.
Identify opportunities to align the Rentals Program with the Museum’s mission and strategic goals, and to communicate these to rental clients.
In collaboration with the Associate Director for Operations, develop recommendations for rental fee structures and monitor their effectiveness based on market conditions, operational costs, and program goals, and monitor fee structures for all rental events in accordance with UF policy, positioning the Museum as a competitive venue in the Gainesville marketplace.
Invoice clients, collect and process payments, and track receivables.
Reconcile all rental auxiliary accounts for accuracy, monthly.
Maintain monthly and year-to-date spreadsheets tracking rental activity, deposited revenues and expenses.
Participate in fiscal team meetings, planning, and initiatives to ensure financial sustainability of the Rentals Program and EPP’s overall fiscal health.
Research comparable facility rental programs and industry trends to identify best practices and implement innovative, revenue-generating strategies that support the Museum’s mission.
Maintain the facility rental webpage.
Develop and implement 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.
Explore and implement 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.
Collaborate with the Museum’s Marketing Department to develop promotional and collateral materials.
Assist the Development office with Member Preview receptions, fundraising events, and donor engagement activities.
Assist the Director’s office with special events as needed.
Assist the Education office with planning/execution of large-scale Museum signature programs, including ButterflyFest and Earth Day.
Collaborate with internal stakeholders to creatively plan/implement new strategic initiatives and events.
Coordinate permitting requirements for both rental and Museum-sponsored events.
Maintain and manage the Museum’s event calendar, in accordance with internal event request business processes and coordinate the use of the Museum’s public spaces.
Coordinate and monitor the use of Museum public spaces, including tracking visitation and space utilization related to rental events.
Recruit, train, schedule, and supervise student interns, work-study employees and OPS staff as needed.