This position is responsible for actively selling the new Bell Museum and Planetarium as a premiere event space for business meetings, private parties and events and is responsible for setting sales goals and generating revenue in support of the Museum’s mission. The Facility Rental and Events Coordinator helps the Bell Museum serve as public gateway to campus by facilitating events for University Departments and private parties. Attending an event at a museum is one way new audiences are introduced to the museum as well as to the campus, and this position plays an important role in creating a positive experience. In addition, the Facility Rental and Events Coordinator will work closely with the program team to help plan logistics, staffing and equipment for museum programming.
40%- Serve as the principal sales contact for all individuals, groups, and University departments booking/ renting space within the museum for special events. • Meet annual goals for earned income generated through facility rentals of the museum. • Provide professional, courteous and welcoming responses to facility rental inquiries- upholding the museum’s commitment to diversity, inclusion, and equity in all interactions. • Coordinate all logistical aspects of events including scheduling, staffing, equipment setup, A/V, breakdown, and cleanup. • Provide consistent communication and enforcement of space rental policies, terms, rates, and schedules. • Work with the Office of General Council to maintain and the Museum’s contract addendum terms • Execute lease agreements and ensure completion of all required permits • Oversee billing and collections for all rental events. • Serve as liaison with approved caterers and other events related vendors. Manage relationships and contracts with external vender working with contract administration. • Train, and supervise a crew of six to eight student employees for event support staffing. • Maintain event equipment, make recommendations for replacements or repair • Evaluate the facility rental program and recommend changes as needed to policies, procedures and rental rates.
30% Work with the museum’s departments of communications, education, development, curatorial, and visitor services to ensure the successful execution of museum sponsored events, programs, classes, and meetings. • Provide expertise and advice on policies and rules for events on the University campus • Advise program staff with planning of set-up, décor, and visitor flow for large events • Schedule event staff and provide clear work plans for museum-sponsored events and programs. • Work with development and membership to help plan engaging events for museum donors
25% Actively pursue facility rental business to meet annual income goals. • Work with marketing and communications to build awareness about the new spaces, identify potential markets or client groups and create excitement about the Bell as premiere rental venue • Attend industry events (tourism, conference planners, LGBT wedding vendors, etc.) or meetings to promote rentals and build awareness for the Bell space as a venue • Contribute to the creation of facility rental marketing materials including set-up for photo shoots • Partner with the marketing department in the development and execution of promotional efforts for the space rental program. • Maintain communication with other units on campus who rent space or work with external rentals to stay current on University policy and best practices on the Twin Cities campus.
5% Serve as a departmental expert on best practices for inclusion events. • Participate in trainings on accessible event and meeting design to stay current on changes to interpretation of the ADA • Support the Bell’s goals related to diversity, inclusion, and equity by ensuring that Bell programs are accessible to visitors with disabilities. Suggest improvements and help coordinate services to enhance accessibility as needed.
Required Qualifications • BA/BS degree in communications, business, or related field. Four years of related experience can be substituted for degree. • A minimum of 4 years of experience working in event management or facility rental sales.
• Experience delegating responsibilities and clearly communication detailed work plans.
• Demonstrated experience working with individuals from a variety of backgrounds • A record of improving practices and/ or sales in an events or rental program • Ability to work occasional evenings and weekends • Ability to manage multiple projects from concept to completion
Preferred Qualifications • Experience in negotiating with caterers and other event vendors on behalf of a venue • Direct experience responding to ADA requests for accessible meetings • Experience with coordination of services for ASL interpreters and live captioning services • Rental management or sales experience from a nonprofit or educational institution.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.