Operations and Events Manager

Bethel Woods Center for the Arts is a nonprofit 501(c)(3) cultural organization, located in Bethel, New York, at the National Register historic site of the 1969 Woodstock festival. We are committed to building upon our rich history of peace and music by providing extraordinary experiences and access to the arts. We envision a world made better through the power of music and the arts.

Job Summary

The Operations & Events Manager position oversees the operations and vendor management relations for Bethel Woods internal festivals, events and rentals, as well as executes administrative responsibilities for the department. The Operations & Events Manager will support the Director of Operations & Events and the General Manager in the day-to-day operations of the venue and the execution of the Pavilion Concert Season, Campground, Event Gallery shows, Festivals and other various events. The ability to multitask and prioritize is essential, as this role will be working on many high-stakes projects and events at one time. This position is forward-facing to both customers and guests, therefore this individual must possess superior customer service skills with the ability to negotiate difficult issues in a professional and courteous manner. As an ambassador of the organization, the Operations & Events Manager must carry themselves with tact and grace. Occasional public speaking may be required as a component of training or events.

Job Duties

• Management of festivals (Harvest Festival, Peace, Love & Pumpkins, Peace, Love & Lights, etc.), large-scale events, facility rentals (Spartan Race, weddings, corporate events, etc.) and multi-day concert activations and programming that occur at the venue, including but not limited to: event conception and strategy, event operations and planning, ticketing, logistics, staffing, financial reporting, liaising with internal and external stakeholders, partnership management and agreements, settlement, etc.
• Support the Director of Operations in the planning and execution of the responsibilities of the Operations department, with an emphasis on the day-to-day operations of the venue and department, and ensuring successful execution of the Pavilion Concert Season, Event Gallery Concert Season, Bethel Woods Campground, Festivals and facility rentals.
• Assist in the training and development of seasonal concert employees in operational roles.
• Assist with management of Operations and Festivals/Events budgets (annual and per event) and executive summaries.
• Support the Director of Operations and General Manager in food and beverage operations at the venue and during events.
• Management of festival/market vendor relations in collaboration with support from the Operations & Events Coordinator, as follows:
  • General vendor day-to-day management, including vendor communications, recruitment, approvals/denials, payment processing, fulfillment tasks per event, retention, etc.
  • Manage the vendor database and management software (ConventionForce).
  • Day-of coordination and oversight.
• Develop community partnerships and represent BWCA at appropriate events.
• Evaluate and report on key metrics following each festival and event and make recommendations for improvement and growth
• Keep abreast of regional activity, maintain database of comparable venue policies and bookings.
• Collaborate with corporate partnerships to develop sponsorship opportunities and activations across the entire BWCA site.
• Consult with the Marketing Department regarding the implementation and reconciliation of the marketing plan for festivals and events where applicable.
• Evaluate and report on key metrics following each festival and event and make recommendations for improvement and growth.
• Assist with BWCA annual permitting requirements.
• Oversee operational event surveys. Review guest feedback information and assist in identifying areas of concern. Participate in recommendations for changes or adjustments in procedures to allow for maximum service delivery.
• Serve as House Manager for the Event Gallery concerts (scheduling and deploying volunteers; coordinate with food service provider for F&B; make notifications as necessary).
• Interface with guests and outside parties in a professional, courteous manner.
• Any additional duties as assigned.

Qualifications

• Must have 5 years of event management experience
• Must have 3 years of administrative experience
• Excellent communication skills, both written and verbal
• Creative thinker with proactive problem-solving skills
• Attention to detail, high energy, and positive attitude
• Ability to work independently and as part of a team
• Must have the ability to lift 40 pounds
• Ability to work nights, weekend and holidays