EVENT AND RENTAL MANAGER (FULL-TIME, PERMANENT)
Purpose of the Position
The Event and Rental Manager is responsible for maintaining relationships with the Museum’s partners and event or meeting room rental clients. They will coordinate and facilitate facility rental bookings and ensure events meet the standards of our clients. They will ensure that the museum’s annual events are executed with visitor experience and safety of the museum artifacts as the main priorities. Current annual events include: National Aviation Day and Weekend, Wings & Wheels: Father’s Day Weekend, Now Boarding: Open Aircraft Days, and our anniversary celebrations.
To grow our facility rentals, this position will require outside sales, attendance of event conventions, and the ability to network and promote. They will also assist with social media and marketing activities for The Hangar Flight Museum to promote the museum’s events and rental opportunities.
Reporting
This position reports directly to the Visitor Experience and Operations Director.
Organization
We are storytellers, stewarding and sharing the aviation history of Calgary and western Canada and its impact on our community. The Hangar Flight Museum will be a premiere destination to explore, engage, and experience the transformational power of flight. We are inspired by bold and adventurous stories. We are passionate about bringing aviation history to life. We work in service to our communities. We are adaptable and agile, embracing quality, professionalism, and courage in our work.
Key Responsibilities
Events and Facility Rentals
- Meets with potential facility rental clients to provide information about renting space at The Hangar Flight Museum
- Ensures each event rental client is provided with timely responses and manages an appropriate event planning timeline
- Books and takes payment for all facility rentals aside from tours and sleepovers
- Coordinates birthday party bookings with assistance from the Education Manager
- Communicates between facility rental clients and contractors or suppliers as needed
- Proactively anticipates and troubleshoots any emerging issues during the planning process and on event day
- Keeps contracts with regular meeting groups up to date and ensures their facility rentals meet their needs. Some evening and/or weekend work will be required to facilitate these rentals
- Keeps the events calendar up to date at all times and ensuring the full staff are aware of how events or rentals may impact their work
- Ensure compliance with all health and safety obligations for events
- Assists with Museum internal events including: Open Plane Days, Wings and Wheels, Remembrance Day and National Aviation Day, and the creation of new internal events to support the operations of The Hangar
- Ensures the annual RCAF Mess Dinner meets the expectations of the client, and facilitates the RSVP process, orders the marketing materials, and coordinates with Colonel (Emeritus) John Melbourne to ensure the event is a success
- Ensures all facility rentals are appropriately staffed. Includes training, scheduling and supervision of events part-time staff for bookings beyond what the full-time staff are capable of covering. The Event and Rental Manager will staff as many of the events themselves as is feasible
- Grows facility rental bookings through sales techniques and proactively searching for new clients
- Attends local conventions to promote facility rentals
- Contributes to department growth and goals to improve services and quality of the facility rental events
- Assists with social media social media and marketing activities to promote facility rentals. Ensures we have high quality images from events and event rentals to perform future marketing functions
- Ensures rental spaces (including the catering kitchen) are cleaned after use and are ready for regular museum visitation
- Maintains events equipment including audio visual, tables, chairs, etc.
- Ensures there is enough stock for consumables such as coffee, cups, creamer, etc.
Other
- Assists with guest services functions, including but not limited to: admissions, gift shop sales, memberships, online gift shop order processing, directing visitors in person, online and via email. This position will often provide lunch coverage for the Memberships Coordinator at the admissions desk
- Attends off-site events when required as part of the larger team
- Supports donor and member relations as part of the larger team
- Assists other departments as needed
Skills and Abilities
- Excellent time management skills, written and verbal communication, meeting planning, and reporting
- Knowledge of events and visitor experience practices; and practical knowledge of museum practices is preferred
- Must be detail oriented with ability to multi-task
- Knowledge of and experience working with marketing software would be considered an asset
- Ability to exercise good judgment, critical problem solving and initiative
Minimum Standards
- Minimum 2 years experience in event coordination
- University Degree in a relevant field; or an equivalent amount of job experience
- Criminal record check and Vulnerable Sector Search.
Physical Demands
- Working at a computer station for long periods of time
- Standing for long periods of time
- Moving boxes and other support material (supplies, displays etc.)
- Ability to lift up to 10 kilograms
Salary
Salary range: $50-55,000 annually. Dependent on qualifications and experience. Permanent and full-time position.
Hours of Work
37.5 hours per week. Evenings and weekend work, as required.
APPLICATION PROCESS:
Qualified candidates are encouraged to send their letter of interest and resume in PDF form to Lauren Maillet, Visitor Experience and Operations Director of The Hangar Flight Museum, at [email protected]
Applications without a cover letter will not be considered.
Applications will be reviewed until a successful candidate has been found. We are anticipating an October start-date.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Store discount
- Vision care
Schedule:
- 8 hour shift
- Day shift
- Evening shift
- Weekends as needed
Application question(s):
- Did you submit a cover letter?
- Are you available to work weekends and evenings as bookings require?
- Are you confident with completing outside sales to increase rental bookings?
Experience:
- event coordination: 2 years (preferred)
Work Location: In person
Expected start date: 2024-10-07
