Rental Event Manager

Title:    Rental Event Manager

Immediate Supervisor:  Director of Events & Sales

General Statement of Duties:          

The Rental Event Manager is responsible for managing the overall operations of rental events offered within City Springs and the Sandy Springs Performing Arts Center.  This position is responsible for the sourcing, contracting and realization of rental opportunities on the City Springs campus.   The Rental Event Manager will work with other arts center staff to coordinate the successful completion of all rental events.  In coordination with the Director of Events & Sales, this position oversees the planning and execution of rental information for performances and events, coordinates logistics and communicates that information to stakeholders, and provides general events & sales support to the performing arts team.  The Rental Event Manager works closely with a large number of internal and external clients and manages multiple projects concurrently with great attention to detail.  City Springs consists of a 1,100-seat Byers Theatre, the 400-seat Studio Theatre, Conference Center and Rooftop Terrace bar, Outdoor City Green, and City Bar, where this position will be involved with all rentable spaces.

Areas of Responsibility:       

• Advances and coordinates production aspects of all rental events at City Springs with an emphasis on the Performing Arts Center, Studio Theatre, and City Green.  
• Produces clean and presentable floor plans and layouts utilizing diagraming software and technology.
• Meets and works with clients and prospects to determine needs and suggest methods for their events. Builds all event logistics in the department event management system (Ungerboeck) such as event timeline, setup, A/V, catering, labor, and production services. 
• Creates contractual documents for private event space bookings.
• Communicates all event related information to appropriate staff and departments to execute event logistics with high attention to details.
• Increases revenue through various sales streams including rental space, catering, labor, and additional ancillary services available through the department.
• Analyzes budgets to provide advice toward producing state of the art events that maximizes revenues.
• Provides financial documents and reports for events to include estimates, invoices, and settlements. Follows all financial procedures to ensure payments are collected in a timely manner and accurate.
• Establishes and maintains relationships with external vendors and service providers.
• Supervises rental event teams in order to ensure the successful completion of events.
• Manages events in a manner that reflects the highest standards of respect, professionalism and customer service.
• Helps formulate policies and procedures relating to rental services and implements them.
• Demonstrates a talent for amicable problem solving and conflict resolution.
• Maintains files and records of all current and historical projects.
• Attends regular staff meetings and participates as a management team member.
• Serves as manager on duty for selected events and when appropriate for all events booked and being managed by the Event Rental Manager.
• Event management schedule consists of various hours including weeknights, weekends, and holidays. Flexible scheduling exists to accommodate event schedules.
• Other duties as assigned by the Director of Events & Sales and Executive Director.

Minimum Qualifications

• Undergraduate degree related to Event Production from an accredited institution or equivalent experience
• Up to five years relevant experience in a performing arts center, convention center or similar environment.
• Good written and verbal communication skills.  Excellent people skills.  
• A passion for event planning and the ability to provide excellence in event production.
• Event management software experience desired
• Ability to self-direct and manage a high number of competing projects simultaneously, with impeccable attention to detail and the ability to adhere to established and non-flexible deadlines for project completion.   
• Must successfully pass post-offer criminal background check and drug screen.