Join Our Team

Special Events Manager

Reports to: Development Director
Status: Exempt, full-time

Position Summary: The Special Events Manager is responsible for the planning and execution of all
Center events and festivals, including its two large fundraisers: Wildlife Arts Festival and Due South. The
Manager works across many departments and with donors, vendors, and other constituents to oversee
all aspects of event management including conception, budgeting, planning, staffing plans, compliance,
food and beverage, set-up, breakdown, and evaluation. The Manager must be adept at collaboration,
handling complex logistics, coordinating multiple events simultaneously, and partner development.
Center events and festivals are designed to cultivate and steward donors, guests, and members at all
levels and support ongoing fundraising activities to help reach philanthropy and engagement goals.

Responsibilities:
● Organize, manage, and coordinate the production of events from conception through execution,
generating innovative and inspiring ideas that drive revenue and support the Center’s vision.
● Manage the logistics associated with development and ticketed special events including
signature fundraisers, exhibition receptions, cultivation events, and other departmental events
and fundraisers.
● Work with Development Director, Executive Director, and colleagues in programming in the
planning process to identify event goals, outcomes, and unique touchpoint opportunities.
● Manage volunteer event committees for signature fundraisers and develop job responsibilities for
committee roles.
● Create and maintain event action plans and timelines, including invitation parameters, event
promotion and marketing plans, staffing plans and expectations, and follow up communication
plans.
● Work closely with the Operations team on event registration procedures.
● Build and manage event budgets, forecast expenses, regularly review spending, submit POs,
check requests, and other payments for vendors and provide final expense reports.
● Draft and oversee the coordination and dissemination of event communication plans, including
invitations, email communications, marketing collateral, advertisements, web pages, and
recognition/program materials.
● Communicate effectively with artists, musicians, vendors, caterers, and other event contractors
and partners.
● Oversee all contractors while setting up for events, during service for the event, and while
removing equipment following events.

● Work with the Development team to cultivate new and existing sponsorships and partnerships in
support of Center events.
● Manage all logistical details on-site such as decor, catering, entertainment, transportation,
location, event storage, equipment, and other items as required.
● Conduct research and feasibility studies to identify new event opportunities.
● Provide information to support grant applications and other advancement initiatives.
● Ensure compliance with insurance, legal, health and safety obligations.
● Assess event risks and create crisis management plans.
● Request and review RFPs for event vendors; manage ongoing relationships with event vendors
and partners.
● Organize post event briefing sessions and provide event analyses, budget recaps and participant
feedback for future events.
● Assign staff and volunteer roles at events and provide general direction.
● Promote and nurture productive working relationships with donors, members, staff, and vendors.
● Participate in the Center’s annual planning processes.
● Manage part-time Festival Coordinator and perform performance evaluations.
Qualifications and Work Experience:
● Bachelor’s degree in hospitality management, event management, business administration, or a
related field
● Experience in project management with a track record of successful events; non-profit
experience preferred.
● Proficiency in working with Microsoft Word, Excel, Power Point.
● Excellent verbal and written communications skills.
● Proven ability to take direction and input to develop effective and engaging events.
● Ability to work independently and collaboratively in a constantly changing, high paced
environment.
● Keen attention to detail and excellent customer service skills.
● Sales skills and ability to build productive business relationships.
● Excellent organizational skills with the ability to multitask under pressure.
● Strong communication and interpersonal skills.
● Creative, out-of-the-box thinking.
● Ability to lead a large team of volunteers and delegate tasks effectively.
● Meticulous attention to detail.
● Expert time management skills.
● Financial savvy, with the ability to adhere to plan budgets and process invoices.
Working Conditions & Physical Demands:

● Must have ability to communicate by voice via telephone, read and understand English and
generate written communication manually and using a computer.
● Must have the ability to sit at a desk for extended periods of time, lift and move documents and
supplies up to 25 lbs., and bend or reach to file and retrieve documents.
● Must have ability to perform physical event logistics tasks: setting table linens, placing floral
arrangements, setting stemware, plating food, etc.
● Valid driver’s license and access to your own vehicle is required.
● Weekend and evening availability required.
● Occasional long and non-traditional hours required.

Benefits:
Thomasville Center for the Arts provides company paid life insurance, and short-
and long-term disability benefits. Additionally, the Center participates in a QSEHRA
medical program, providing employees up to $325 per month to be used for eligible
medical expenses, including health insurance premiums and co-pays.

Compensation:
Commensurate with experience.