MIT Job Description

Job Title: Event Rentals Manager
Reports to: Associate Director
% Effort or Wkly Hrs: .5 FTE
Department: Museum
Prepared by: Mary Leen
Date: 5/30/13

Position Overview:
MIT Museum Event Rentals provide earned income to support core operations. Event Rentals average 70 bookings annually, with a client base that is 70% MIT-affiliated, and 30% external.

The Event Rentals Account Manager is responsible for marketing and securing event bookings in the Museum to achieve the annual revenue goal, relationship management of clients and vendors, and administrative management of all bookings.

Principal Duties and Responsibilities (Essential Functions**):
Promote Event Rentals within MIT and externally. Develop annual marketing plan and implement, coordinating the schedule with Museum PR and marketing efforts, mail and email outreach. Correspond and maintain contact with past clients to further develop bookings; identify opportunities to increase sales; respond to inquiries from prospective clients and secure new clients through several means including cold-calling and sales meetings with prospects. Responsible for client relationship management and ensuring personalized and exemplary customer service.

Responsible for meeting the annual revenue goal, which is budgeted at $189,000 for FY17.

Maintain database tracking all clients and contact information, booking dates and locations, status of contract completion and internal forms for MIT events, and payment. Create and generate contracts for each client and ensure that they are completed in a timely manner. Maintain hard copies. Invoice and track payments. Follow up with clients for post-event evaluation. Attend weekly scheduling meeting to review details of event bookings with Visitor Services staff. Communicate regularly and in detail with Site Manager for Events about client needs and event timeline to ensure that all logistical arrangements are in place; and with other Museum staff to maintain awareness of near- and long-term schedules for public programs, exhibitions, and other activities

Review and renew annually the list of preferred caterers; renew annual agreements with; conduct annual orientation for new and returning caterers and their staff. On a monthly basis, communicate with caterers about new business opportunities, and conduct follow-up on events they have serviced.

The Event Rentals Account Manager will perform other duties as needed or required.

Supervision Received:
The Event Rentals Account Manager reports to and meets regularly with the Museum’s Associate Director, who provides direction regarding Event Rentals in relation to Museum core operations and programmatic activities.

Supervision Exercised:
The Event Rentals Account Manager will be part of the team providing customer and retail services to the Museum’s constituency, and will work in close coordination with the Museum’s Site Manager for Events and other staff.

Qualifications & Skills:


Undergraduate degree and at least 2 years of event sales/management experience.

Must be self-motivated, highly organized, detail and customer oriented, and have excellent interpersonal and communications skills. Requires ease in working with a range of clients, diplomacy and adaptability, excellent time management skills, demonstrated ability to multi-task and to work collaboratively. Must have facility in online calendaring/scheduling systems and MS Office.

Ability to work fixed weekday schedule (TBD), 20 hours/week, and may occasionally be required to assist in client management for evening events.

Requires discretion and judgment in dealing with confidential information and/or issues.