Special Events Manager

The Special Events Manager will work with the Special Events Director and the Senior Manager of Special Events to develop and implement the external event rental program for the Whitney’s new building, opening in 2015.

Art Opportunity previously on at Whitney Museum of American Art in New York, United States.
From Wednesday 31 July 2013 to Sunday 01 December 2013

Published by anonymous on Monday 05 August 2013.
Contact the publisher.

In order to prepare and execute events, the manager will interact frequently with Development Department colleagues, as well as other Museum departments including Graphic Design, Curatorial, Education, Communications, Exhibition Management, Facilities, and Security. The manager will be expected to become conversant in all museum protocols.


- Working with the Corporate Partnerships team to develop a program that will be attractive to corporate members, as well as prospects who may become corporate members, for the privilege of renting museum spaces

- Assisting in the development of a business and marketing plan and budget, a timeline, and marketing materials
Identifying best advertising outlets and outreach to potential space users

- Assisting in the creation of policies and procedures for rentals in the new building

- Managing portfolio of internal and external events, according to the museum’s established protocols and processes

- Creating event budgets, initiating invitation design and trafficking printed materials for each event, assembling invitation lists, mailing invitations, hiring and overseeing vendors, organizing seating meetings, monitoring RSVPs and following up, creating work orders and briefing papers, drafting remarks, staffing events, and managing events on-site.

- For external events, the Special Events Manager will be expected to provide excellent customer service to rental clients; create and traffic contracts in collaboration with the Whitney’s legal counsel; determine pricing with full understanding and knowledge of internal costs; obtain proper deposits for rental events; ensure that external users comply with all museum requirements and regulations; liaise with internal staff to schedule load-ins and load-outs; create work orders; and provide on-site management

- Following each event, the manager will responsible for creating and issuing invoices, authorizing rebills, and ensuring prompt payment of rental fees

3-5 years of event and space rental experience, preferably within a non-profit cultural organization

Confidence and comfort interfacing not only with Museum colleagues, but also with trustees and their spouses and assistants; donors, patrons, and their guests; artists; galleries; a wide range of vendors; representatives of corporate member companies; general membership; members of the media, educators and teens; and colleagues from other museums

Knowledge of and experience in the art world a plus
Good business acumen; lnowledge of budgeting and profit and loss; knowledge of marketing, advertising, and budgeting; and the ability to envision the growth of a rental program from a $100,000 business to a $1 million business

Good computer skills, especially knowledge of Microsoft Office, Raiser’s Edge, social media, advertising, and marketing
Common sense, and an ability to learn quickly and easily grasp the logic of event procedures

Excellent written and oral communication skills
Ability to work both independently and collaboratively
Passion for creating and executing events, and dedication to the Museum’s mission

Pleasant professional manner, tact, diplomacy, and respect for colleagues and their responsibilities. The candidate should operate with the highest professional standards
Willingness and ability to work nights, some weekends, and early mornings