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Venue Rental Manager

Mote Marine Laboratory & Aquarium
Sarasota, United States Posted: January 20, 2024

The Venue Rental Manager’s primary responsibility is the oversight of all venue rental operations, to ensure each venue rental client receives outstanding service. The Venue Rental Manager is responsible for increasing revenue through the growth and cultivation of the program. The Venue Rental Manager will be responsible for coordinating and executing all events, managing staff, and ensuring that Mote’s venues are running smoothly and efficiently.  ​​The position requires forward thinking to elevate the venue rental program with the ultimate goals of increasing Mote awareness, aquarium and event attendance, as well as member and donor growth, engagement and retention.

  • Develop strategies for promoting the various Mote venues and assist in marketing, promotion, and public relations efforts related to the program. Manage venue rental promotional platforms (WeddingPro, Mote webpage for Venue Rentals, etc.)
  • Maintain existing relationships and create new relationships with vendors and key stakeholders through networking and community involvement related to the local events industry.
  • Prepare Mote venue rental packages and pricing options, evaluating sales and suggesting changes as needed.
  • Manage all administrative tasks of the Department, such as preparing reports, creating annual budgets and managing revenue/expenses.
  • Serve as the main contact to the sole catering partner at Mote SEA and the various catering vendors at the various campuses. Supervise caterers’ communication with Mote venue rental clients.
  • Manage all maintenance and repairs of the venue grounds, property, equipment, and facilities, ensuring that the venue and facilities are clean and organized.
  • Manage all bookings for events and liaise with the clients to determine event logistics.
  • Develop long-lasting relationships with clients to drive repeat business. Create and maintain the client database for additional revenue opportunities.
  • Supervise the Venue Rental team members within the Department and ensure all responsibilities are tasks are executed in a professional and efficient manner
  • Oversee creation of contracts and invoices for venue rentals.
  • Oversee billing and tracking of all payments/service fees by clients.
  • Oversee pre-event coordination of all aspects of venue rentals.
  • Communicate details with internal teams
  • Communicate details with vendors and external partners
  • Oversee communication with Mote’s A/V Department to schedule and coordinate the rental of sound equipment, furniture, and other venue equipment.
  • Oversee execution of venue rentals, typically taking place after business hours and/or on weekends.
  • Oversee vendor load in.
  • Complete venue preparation tasks.
  • Oversee events volunteers (if applicable.)
  • Monitor cleanup after events have taken place making sure all Mote rules have been followed.
  • Tend to any incidents, queries or complaints.
  • Communicate and enforce all security regulations and protocols.
  • Model and support employees to put safety of guests, staff, volunteers, and animals as a top priority
  • Evaluate staff performance for annual reviews as well as on a continual basis and provide staff with regular feedback on their job performance.
  • Assist the Mote Events team as needed in planning and execution of Mote Aquarium events, member events, fundraising events, educational events, donor receptions and symposiums in support of the various Mote departments.
Experience Required
  • Additional Responsibilities
  • Put safety of guests, employees, interns and volunteers as a top priority.
  • Exercise discretion and independent judgment with respect to matters of significance. 
  • Communicate accurately, effectively, and regularly with members of other departments (Communications, Education, Development, Facilities, Finance, etc.) 
  • Ensure continued compliance of related plans, policies, procedures, laws and standards.
  • ○ Local, state, and federal laws ○ Music licensing ○ AZA standards ○ Safety drills – fire, lost child, animal escape, etc.
  • ○ Disaster preparedness – hurricane, pandemic, etc. Working Hours: Regular office hours Monday through Friday with the understanding that flexibility is required to provide coverage for events after hours (some late into the evening) and weekends.
  • Due to the nature of this position weekend, holiday and evening or early morning duty will often be required.
  • Minimum Requirements: First Aid and CPR certified or willing to attain within 3 months of hire date Education: Bachelor’s degree in business, hospitality, or a related field Experience: 3+ years’ proven experience in operations management of a multi-purpose event venue. Computer literate, able to work accurately and efficiently with clients and vendors.
  • Detail oriented with event planning experience.
  • Excellent communication and interpersonal skills, particularly in relationships with clients, volunteers, donors, staff and aquarium visitors.
  • Ability to manage multiple projects independently.
  • Must be able to create layouts, place rental orders, and manage events from start to finish.
  • Ability to self-start is required.

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