Events Facilitator

Description:

The Events Facilitator is responsible for providing support for internal and external events and programs ranging from staff meetings to major facility rentals. The Event Facilitator provides setup and support for facility rentals, provides on-site support for all facility rentals, public programs, in-house meetings, and events as needed. This position also assists with the event booking calendar and other office work, as required.

Duties and Responsibilities

• Serve as onsite contact person for all assigned facility rentals events to ensure success of the event.

• Under limited supervision, provide facility rental services to clients and their guests to insure a smooth and efficient event. Communicate and coordinate with other department staff in planning and executing event requirements.

• Enforce Bishop Museum’s rules and policies with clients, guests, and vendors per rental agreement.

• Coordinate with external vendors to oversee the delivery, set-up, execution, and strike of all vendor equipment and personnel to align with museum rules and regulations.

• Ensure the event is set up according to the rental agreement as detailed on the events calendar.

• Setup and breakdown event equipment, furniture, and tents.

• Coordinate with other departments to ensure successful setup and breakdown before and after each event. Work with Buildings and Grounds and Housekeeping to ensure that all set-ups and clean-ups are executed.

• Set up Bishop Museum’s meeting spaces for various meetings and special requests. This includes opening the room, setting up water or coffee, setting up “teleconference” phone system, making sure room is presentable, setting up tablecloths if requested.

• Operate basic audio/visual equipment and programs such as: projectors, speakers, presentation applications, etc., as needed

• Maintain inventory of all event-related supplies, including, but not limited to, furniture, tents, coolers, paper goods, utensils, beverages, linens, cleaning materials, tables, chairs, etc.

• Maintain calendar of room bookings for internal staff needs

• Assist with responding to facility rental inquires in collaboration with team members

• Process agreements and payments, including intake and refunds. Assist with department clerical work.

• Assist with Visitor Experience operational work such as answering office phones and Museum wayfinding.

• Other tasks as assigned or requested by supervisor.

Qualifications

• High school diploma required.

• Minimum 2 years of customer service experience required.

• Minimum 2 years of experience with coordinating rentals or special events.