Event Manager- Private Events

Date: March 2026 Status: Exempt

Reporting Supervisor: Events Director

Internal Designation: Private Events

Organizational Mission

To interpret and preserve history and nature, igniting a vibrant cultural community.

Organizational Vision

An inviting cultural canvas, where history and nature unfold, inspiring discovery and creating memories.

Guiding Principles

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The Event Manager – Private Events is responsible for overseeing the planning, sales, and successful execution of private rental events at Stan Hywet Hall & Gardens. Private events, including weddings, corporate events, and special celebrations, are a key component of the estate’s earned revenue strategy and provide opportunities to engage new audiences with the historic estate.

The Private Events Manager manages the full client lifecycle—from initial inquiry and site tours through contract execution and event implementation—ensuring that all private events reflect the highest standards of professionalism, hospitality, and estate stewardship.

This role requires strong client service skills, financial oversight, and operational coordination while maintaining alignment with the mission and preservation priorities of Stan Hywet Hall & Gardens.

The Private Events Manager also contributes to the organization’s commitment to diversity, equity, inclusion, and accessibility (DEIA) by ensuring that private event services and experiences are welcoming, respectful, and inclusive for all clients and guests.

Essential Duties and Responsibilities

Professionalism and Organizational Culture

1. Maintain a professional attitude when working with clients, vendors, volunteers, and fellow employees.

2. Demonstrate and support a culture of diversity, equity, access, inclusion, and belonging.

3. Uphold the mission, vision, and guiding principles of Stan Hywet Hall & Gardens in all aspects of private event operations.

Diversity, Equity, Inclusion, and Accessibility

4. Provide welcoming, respectful, and inclusive experiences for clients and guests of all backgrounds, identities, abilities, and lived experiences.

5. Ensure private events are planned and executed in ways that support accessibility, including consideration of mobility access, communication needs, and inclusive guest experiences.

6. Promote equitable and inclusive practices in event planning, including working with a diverse range of vendors, partners, and service providers when possible.

7. Foster an environment of belonging and respect among clients, vendors, staff, volunteers, and guests participating in private events.

8. Collaborate with internal teams to ensure event practices align with Stan Hywet Hall & Gardens’ commitment to diversity, equity, inclusion, and accessibility.

Private Event Sales and Client Relations

7. Manage the private event sales pipeline from inquiry to contract execution.

8. Conduct site tours for prospective clients and vendors.

9. Develop proposals, event packages, and service offerings.

10. Maintain strong relationships with clients throughout the planning process.

11. Provide exceptional customer service to ensure positive event experiences.

Event Planning and Implementation

12. Coordinate all aspects of private event logistics including vendors, staffing, and scheduling.

13. Develop detailed event timelines and operational plans.

14. Serve as the on-site operational lead during private events.

15. Ensure events are executed efficiently and safely while maintaining exceptional guest experiences.

Financial Management

16. Manage private event budgets and financial performance.

17. Track event revenue and ensure accurate billing and financial reporting.

18. Work with Finance to process contracts, deposits, and final payments.

Vendor and Operational Coordination

19. Manage vendor relationships and event service providers.

20. Coordinate vendor contracts and operational logistics.

21. Ensure vendors comply with estate policies and preservation guidelines.

Estate Stewardship and Compliance

22. Ensure private events comply with estate operational policies and safety guidelines.

23. Coordinate with Facilities and Plant Management to protect the historic estate.

24. Ensure compliance with applicable permits, licensing requirements, and alcohol service regulations.

Cross-Divisional Collaboration

25. Collaborate with Marketing to promote private event opportunities.

26. Work with Development and leadership teams to support donor and fundraising events.

27. Coordinate with Visitor Experience staff when events involve public-facing operations.

Evaluation and Continuous Improvement

28. Evaluate private event performance and client satisfaction.

29. Identify opportunities to improve operational processes and client experiences.

30. Stay informed about industry trends and best practices in event management.

Additional Responsibilities

31. Participate in institutional events when required.

32. Assist with major fundraising or signature events when needed.

33. Perform other duties as assigned by the Events Director.

Qualifications

· Strong sales and hospitality management experience.

· Financial and contract management skills.

· Ability to manage high-end client relationships.

· Strong organizational and communication skills.

Education and/or Experience

· Bachelor’s degree or equivalent experience.

· Minimum five (5) years in hospitality, event sales, or related field.

Ethical Expectations

Maintain integrity in financial processes, vendor relationships, and preservation stewardship. Protect confidentiality of client and donor information.

Usual and Customary Expectations

· Regular evening and weekend availability.

· Frequent movement throughout estate grounds.

· Occasional lifting up to 50 pounds.

Pay: From $50,000.00 per year

Benefits:

401(k)401(k) matchingDental insuranceEmployee discountFlexible spending accountHealth insuranceLife insurancePaid time offVision insuranceWork Location: In person