EVENTS AND RENTALS MANAGER

MISSION

Through art, we create transformative and diverse experiences, strengthen community connections, and inspire imagination.

VISION

Through art, we will be a community leader recognized as a welcoming, thought-provoking, and collaborative place that nurtures inclusion, diversity, equity, and accessibility.

VALUES

• We are trusted stewards of community treasures, committed to caring for the art and the historic building.
• We embrace the museums role as a vital resource, an inclusive and welcoming space that adds value to peoples lives.
• We are dedicated to reaching diverse audiences and expanding engagement with art.
• We are strong, socially responsible fiscal managers.
• We are pledged to environmentally conscious practices and maintaining our green certification.

INCLUSION, DIVERSITY, EQUITY, and ACCESSABILITY MISSION STATEMENT

The Dayton Art Institute aspires to develop, promote, and sustain an organizational culture and reputation in the communities that we serve as an organization that values, nurtures and leverages inclusion, diversity, equity, and accessibility in all that we do.

JOB SUMMARY

The Events and Rentals Manager is responsible for managing all aspects of rentals and special events at the Dayton Art Institute. This involves overseeing event planning, coordination, and execution (logistics, set-up, and tear down) to ensure successful and memorable experiences for all clients while being pro-active and calm under pressure.

ESSENTIAL DUTIES and RESPONSIBILITIES

• Manage all rental inquiries, bookings, and contracts.
• Prepare and manage budgets for events and rentals.
• Oversees building calendar.
• Conduct site visits and consultations with potential clients.
• Develop and maintain positive relationships with clients, vendors, and stakeholders.
• Ensure all rental spaces are prepared and meet client expectations.
• Develop and implement marketing strategies to promote rentals and events in collaboration with the Marketing Department.
• Coordinate with other departments to accommodate client needs and event logistics.
• Oversee the planning, coordination, and execution of all events, including weddings, corporate events, and private functions.
• Develop detailed event plans, timelines, and checklists.
• Work closely with clients to understand their vision and requirements for events.
• Coordinate with external vendors and service providers.
• Ensure events run smoothly, addressing any issues that arise promptly and professionally.

SUPERVISORY RESPONSIBILITIES

The Events and Rentals Manager supervises Event Set-Up Associates, Bartenders, the Museum Event Coordinators, and the Stage Manager.

• Bachelors degree in event management, hospitality, or related field.
• Minimum of 5 years of experience in event management or facility rentals.
• Wedding/large event planning experience preferred.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and event management software.
• Ability to work flexible hours, including evenings and weekends, as needed.
• Ability to interact and build relationships with people of diverse backgrounds, personalities, and characteristics, including but not limited to age, gender identity, race, nationality, ethnicity, religious beliefs, disability status, sexual orientation, socio-economic status, and physical appearance.

PHYSICAL DEMANDS/WORK ENVIRONMENT

This role is primarily based in an office setting, with frequent movement throughout the museum and its grounds. It requires the ability to sit or stand for extended periods, frequent use of hands and fingers for handling objects and tools, and effective communication in person, over the phone, and via email. Specific vision abilities needed include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The role may occasionally involve lifting up to 40 pounds.