Sales and Events Manager

KF Aerospace•Kelowna, BC

4d•CA$60,000 - CA$85,000•Onsite

About The Position

The BPL Legacy Association, operating as the KF Aerospace Centre for Excellence (CFE), was established in 2022 to perpetuate the legacy of KF Aerospace and its founder. The CFE is a not-for-profit organization dedicated to celebrating aviation history, promoting aviation excellence, and advancing participation in aerospace through education and advocacy. It features a unique aviation exhibit showcasing the Okanagan Valley's aerospace industry and serves as a venue for aviation-related events and conferences. The Sales and Events Manager (SEM) reports to the Executive Director and is crucial in driving the successful use, promotion, and operation of the Centre’s event and rental spaces. This role encompasses venue rental sales, client bookings, event logistics, and on-site coordination, ensuring effective and professional management of event spaces in line with the Centre’s mission. The SEM acts as the primary contact for venue rental clients, managing the entire booking and event process from inquiry to follow-up, and ensuring accurate maintenance and communication of all venue rental details. Additionally, the SEM leads the planning and execution of CFE’s internal events, educational programs (like school field trips and Aviation Sampler), and initiatives focused on aviation industry engagement and career awareness, with support from the Executive Director.

Requirements

Post-secondary diploma or degree in Hospitality, Tourism, Business, Event Management, Marketing, or a related field
3–5 years of progressive experience in event sales, event management, venue coordination, hospitality sales, tourism operations, related field or a suitable combination of education and experience
Demonstrated experience successfully managing and executing the full event lifecycle, including sales, contracting, client communications, logistics, on-site execution, and post-event evaluation, required
Proven guest service skills; Drive to exceed guest expectations
Highly organized and detail oriented
Strong administrative, computer and event software skills
Strong networking skills
Business and financial acumen
Flexible and adaptable
Proven ability to maintain grace under pressure
Self-starter with a continuous improvement mindset
Comfortable setting up, operating and troubleshooting AV equipment
Ability to lift/move up to 25 lbs. and assist with event setup and tear down (e.g., move tables, chairs, event materials, banners)
Ability to work evenings, weekends and/or holidays, as required

Nice To Haves

Experience supervising staff, contractors, or volunteers is considered an asset

Responsibilities

Manage and perform all aspects of the venue space rental booking process from inquiry to post event follow up
Serve as the primary contact for venue rental inquiries and clients/guests
Conduct site tours and respond to booking inquiries in a timely and professional manner
Prepare venue rental proposals including rental budgets, floor plans and negotiate and finalize contracts with direction from the Executive Director
Manage ongoing communications with venue rental client/guests regarding event plan development including space requirements, event timings, CFE equipment rental requirements and third-party venue rental ancillary service needs
Manage event booking system and all related event information
Manage the venue rental client selection process
Coordinate staff and volunteers for on-site event staffing, in collaboration with the Guest Services Lead and Finance and Administration Manager
Manage day-of event staff and volunteers; scheduling, training, role assignments, performance management and ongoing support – as needed
Develop, update and implement venue management policies and procedures
Collaborate with the Marketing and Communications Coordinator to ensure that the CFE event venue is effectively promoted when required
Conduct competitive rental venue market analysis annually and make event space rental pricing recommendations to Executive Director
Provide timely, accurate tracking and reporting of venue rental operations costs
Serve as the main point of contact for all venue rental client/guests and third-party venue rental ancillary service providers (e.g., event planners, caterers, AV suppliers)
Manage and maintain strong relationships with existing client/guest s and third-party venue rental ancillary service providers
Ensure clear understanding of client/guest expectations and communication of CFE venue rental policies and procedures
Prepare venue rental contracts, operations plans and Rental Booking Orders; Communicate upcoming venue rental activities with internal and external stakeholders
Develop and manage budgets for internal CFE events and work with the accounting team to manage, track, monitor, and report on event revenues and expenditures
Ensure all resources are in place to successfully operate the planned events
Attend events and trouble shoot any issues that arise as it relates to venue operations
Oversee rental client event set up, operations and takedown activities to ensure all CFE policies and procedures are followed, a safe work environment is maintained the CFE assets are protected
Ensure client/guest follow up and satisfaction
Contribute to planning, development, implementation and operation of new and ongoing internal aviation related events at CFE
Manage the delivery of CFE’s educational programming including school field trip and camp programs
Lead the post-event evaluation process; Document learnings, identify areas for improvement and follow up as appropriate
Work with the Marketing and Communications Coordinator to proactively promote and solicit new business and events
Monitor industry and competitor trends, identify emerging needs and opportunities, and make recommendations for new programs or services to support business growth
Build relationships and network with third party planners, corporate event organizers, and destination marketing organizations through community engagement, networking and strategic partnerships