Event Manager

FLSA Status:
Exempt, Full-time

Pay Range:
$42,000-$52,000

SUMMARY:

The Events Manager is responsible for planning, organizing, and overseeing all public and private events for the Central Florida Zoo & Botanical Gardens.
This includes seven major public fundraising events throughout the year, as well as various other singular events each year as they come up.
The Events Manager will oversee and work with the Event Coordinators, who book and host private events, birthday parties, and weddings.
The Manager will collaborate with the Chief Development Officer, Chief Executive Officer, Director of Corporate Partnerships & Events, along with other Directors and key staff members when planning a successful event.
The Manager will work closely with Food & Beverage Operations and Admission teams in the planning of both public and private events.
The Manager will be responsible for scheduling additional team members when necessary to provide a quality and successful event.
The Manager should work with other teams, including the Animal Department and Zoo Educators, to come up with fresh and exciting event activities each year that foster and promote the Zoos mission.
Further guidance is established through provided policies and procedures, plus verbal and written communications.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The employee in this position must be able to perform all the essential job duties listed below; however, this list is not intended to be all inclusive of the specific tasks that an employee in this position may be expected to perform.

Be an ambassador for the Zoo at all times.
Supervise, mentor, and be an example for all Events Team members.
Provide operational leadership and support strategic leadership over the Events department, providing proper instruction, support, training, and disciplinary action as needed.
Hold department meetings to ensure proper communications throughout the Events department, including training as required.
Compose training SOPs, checklists, and materials to provide adequate training during the onboarding process and for length of employment.
Provide new hires with proper Zoo issued uniforms, personal protective gear, safety materials, and all necessary materials to perform job duties.
Teach, support, and inspire continuing education in the Events department, giving team members the tools to provide excellent guest satisfaction while furthering the CFZ mission.
Review, approve, and submit bi-weekly payroll timecards for all team members with timely submission to the payroll specialist.
Delegate tasks strategically to qualified team members.
Accurately document employee and guest incidents while following all CFZ policies, procedures, and safety regulations.
As a manager, this person is required to be a part of the zoos Site Manager Program and attend any required site manager program training.
Train team members to ensure the highest standard of guest satisfaction in all areas of the Events department.
Partner with the Director to determine fiscal requirements and prepare budgetary recommendations for each event and for the events department as a whole; meeting as needed with CFO to review income and expenses and ensure sales packages are on par with labor and materials costs.
Work closely with internal and external groups to define event goals, objectives, and specific implementations that support the Zoos mission.
Work closely with the Volunteer Programs Manager to staff volunteers for each event.
Work closely with marketing to create all event signage, including promotional banners and signs and all directional event day signage and event maps, ensuring brand standards are met.
Pursue vendor opportunities for Zoo events in partnership with the Development team; including managing sponsors and partnerships, advancing sponsor activations, and ensuring their contractual needs are met.
Maintain a calendar of events and implement a system that enables and anticipates long term planning and effective event management for private events.
Negotiate agreements with outside providers to ensure the lowest cost and highest quality of service.
Work closely with directors, committees, and communications teams to effectively promote events to target audiences and obtain accurate event specifications.
Prepare event programs and confirm necessary preparations in collaboration with the marketing team.
Oversee pre-event and on-site communications.
Conduct post-event follow up and briefing sessions with vendors, sponsors, and guests.
Provide internal post-event analysis,, budget recaps, participant feedback, and incorporate the information into long-term plans.
Lead recurring strategic events meetings.
Prepare the monthly departmental recap for the Board of Trustees.
Establish team members schedules, task assignments, and equipment allocation to ensure conformance with department objectives and goals.
Oversee the procurement, purchasing requests, and needs regarding catering, audio/visual, security, and rentals for Zoo events.
Maintain annual renewal of required Public Performance Licenses to steam music and provide entertainment within the park and at special events (BMI, ASCAP, SESAC).
Identify all aspects of event risk and planning strategies.
Ensure speakers and entertainers are briefed and prepared to provide effective presentations following zoo protocols.
Deliver service that exceeds expectations and provides a professional guest experience.
Establish communication protocols and operating procedures with planning committees, subcontractors, and team members.