Head Of Special Events

Description:

Reporting to the Chief Financial Officer, the Head of Special Events is responsible for planning, coordinating, and executing a diverse range of external events along with related matters and engagements. This role requires a creative, detail-oriented, and strategic thinker with a strong background in event management, hospitality and proven results. The MFAH is seeking a seasoned professional to lead sustainable growth, work with senior leadership and our Development Department to drive new revenue, pursue new opportunities, elevate current practices and protocols, as well as expand our event capabilities and excellence.

Responsibilities:

The following reflects the general duties, responsibilities and competencies considered necessary to be successful and should not be considered as a detailed description of all the work requirements of the position. The Museum may change the specific job duties with or without prior notice based on the needs of the organization and the skills and competencies of the individual selected to fill this role.

Leadership, Management, Accountability

Demonstrate strong leadership by setting a compelling vision for special events aligned with the Museum’s mission, operations and revenue goals
Lead by example, fostering a culture of accountability, collaboration, and continuous improvement within the special events team
Oversee strategy, planning, execution, production, and evaluation for the Museum’s Special Events portfolio
Lead the special events team in the development and management of event timelines, annual plans, budgets, and deliverables, ensuring consistent tracking, reconciliation, and forecasting
Provide consultation to the organization relating to events and related hospitality matters
Develop and inspire current event staff with a focus on their capabilities, competencies and their ability to advance and be successful in this profession.
Special Events, Planning, and Execution

Develop, forecast and execute a comprehensive and profitable external special events portfolio
Lead the Special Events team to maximize revenue including the provision of sales collateral, organization of walk-throughs, and all aspects of the planning and execution from initial cost proposal, appointment of and liaison with approved vendors, to signed contract, event execution and timely billing.
Responsible for management of event budgets to ensure that events are produced with a sensible balance between cost and
Develop strategies to maximize event revenue through effective pricing, offerings, and upselling.
Analyze event performance metrics and make data-driven decisions to optimize ROI.
Ensures that each event reflects the Museum’s standards, and executed to a level of
Collaborate with Marketing & Communications and appropriate vendors to
create and implement event marketing, promotion, and PR strategies to drive awareness and opportunities
create collateral materials to meet event needs and requirements
Continue to prioritize and enhance the safety and protection protocols for special events and the importance of our art collection. Ensure awareness and compliance.
Ensure events are designed, styled and facilitated in permitted areas of the Main Campus, and offsite at Bayou Bend and
Forecast and grow revenue for the general operating budget through rental of museum facilities, alcoholic beverage service (through Art of the Spirits), and rental of museum owned equipment (bars, tables, a/v equipment, )
Ensure department staff maintain and update departmental policies and communication procedures including but not limited to external contracts, vendor contracts, (in association with Museum Counsel), internal event requests, and Banquet Event Order forms (used to communicate details of event to internal departments).
Ensures the Department uses the Museum Space Reservation Software (known as EMS) in an efficient and constantly updated manner.
Liaises with other departments, in conjunction with Department Coordinators, in the production of events (e.g. Engineering & Facilities, Security, Audio Visual).
In conjunction with Event Coordinators, works with various museum departments in scheduling, planning, executing, and billing of museum events (Administration, Curatorial, Learning and Interpretation, Development, Marketing & Communications, Human Resources and Membership departments, as well as for the Glassell School of Art, Bayou Bend, and Rienzi house museums).
Maintains an ongoing relationship with approved valet parking vendor(s) and off- duty police personnel administrators to efficiently handle Museum events as
Lead biweekly team calls with essential departments to review upcoming events.
Ensures timely and accurate communications that include event details, related updates and changes, in advance, to all museum departments.
Maintains lists of approved vendors, supervises annual updates and re-signing of contracts including updated commission percentages and Museum rules and regulations as appropriate.
Manages the addition of new vendors as required, which may include terminating certain vendors when such decision is made.