Director of Event Sales and Rentals

Job Description

The A.R.T. is poised to undertake a transformative opportunity to serve its mission to expand the boundaries of theaterwith its move to the new state-of-the-art Goel Center for Performance and Creativity.  Private event rentals will play a key role in the ecosystem of the new building, allowing the A.R.T. to engage various communities and stakeholders and to generate income to support their season programming. 

Reporting to the Managing Director and serving on the senior leadership team, the Director of Event Sales and Rentals will be responsible for developing a strategic earned income model around event rentals and hospitality. This role will play a direct hand in planning and executing the events working in tandem with the programmatic use of the building and working closely with the artistic, development, production, and marketing teams to leverage the available occupancy of the American Repertory Theater’s (A.R.T.) new home in Allston.

The Director of Event Sales and Rentals will leverage the world class spaces at the new Goel Center - including two performance venues, two rehearsal spaces, numerous studios and conference rooms, a large lobby area with a small bar and kitchen, and an outdoor plaza – to create and execute a robust calendar of private events complementing the A.R.T.’s season programming. 

Building out a small team of event support staff, the Director of Event Sales and Rentals will manage a wide range of duties related to these events including booking, selling, planning and coordinating all special private events while assuring the highest level of customer service.

The Director of Event Sales and Rentals will foster a culture of community, trust, respect, professionalism, and accountability, and will act as an enthusiastic ambassador for the A.R.T. to all its partners.

Manage a wide range of duties related to catering and event sales, including booking, selling, planning and coordinating all special social events while assuring the highest level of customer service.

Job-Specific Responsibilities:

Program Creation 

• Identify, prioritize, and stratify ideal clients and client mix, working in partnership with the senior leadership team and the Boards of Trustees and Advisors.

• Foster an up-to-date understanding of competitors, both external to and internal to Harvard University.

• Ensure that A.R.T.’s rental pricing model is competitive with existing comparable spaces and will work to make the Goel Center an ideal event venue in the Boston events ecosystem.

• In concert with the A.R.T. Executive Team, the Director of Event Sales will:

  • Develop 3-5 years of sales goals based on the production schedule and availability of spaces within the Goel Center

  • Develop an ideal event type mix (e.g. private, non-profit, Harvard-based, public non-theater performance, etc.) that fits with the mission of the A.R.T. 

  • Develop an internal (within Harvard University) and external marketing strategy

• Identify appropriate materials and equipment to own and rent and determine and maintain storage locations within the Goel Center or at A.R.T.’s storage warehouse.

• Recommend, identify and hire the appropriate personnel mix (e.g. Exempt staff, LHT, contractors) to support rentals programming.

• Maintain up-to-date SOPs for event operations to be communicated to all A.R.T. staff.

Sales and Financial Responsibilities

• Populate and maintain a robust private events calendar in concert with the mission-based programming.

• Prospect new business, leveraging current relationships and creating new ones through research and direct outreach to potential clients.

• Manage negotiations for all events, developing complex contracts ranging from small private dinners to large multi-day conferences.

• Identify required, preferred, and allowed vendors, inside and outside of Harvard University, and communicate options to customers. 

• Develop and report on monthly sales projections and identify opportunities for growth and key areas for future investment. 

• Complete budgets and calendars for the Events operation according to A.R.T. standards and practices.

• Contribute budgeting and calendar information for additional A.R.T. planning needs.

Event Execution 

• Execute private rentals and A.R.T.-produced public events in accordance with organizer direction and contract terms.

• Establish and enforce rental policies, including guest conduct expectations across A.R.T. spaces and property.

• Coordinate event planning and execution: conduct client/vendor walkthroughs, prepare and distribute BEOs, detail setup and AV needs, and coordinate staffing, equipment, and menus with internal teams and external vendors.

• Maintain working knowledge of event-related AV, lighting, and facility resources; lead pre-shift meetings with event staff.

• Partner with Finance on event billing and invoicing, and maintain client records, gather post-event feedback, and build relationships to encourage repeat business.

Personnel Management 

• Responsible for staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive work environment.

• Train all event staff on various event support roles and maintain high standards of hospitality and customer service.

• Manage staff, including food and beverage staff, catering staff, and event contractors during events.

Facilities and Inventory

• Ensure onsite storage of event specific materials is organized and maintained.

• Schedule general facilities maintenance, working closely with the onsite facilities team.

Physical Requirements:

• Position frequently involves long hours and widely diverse duties
• Must be able to lift (approximately 20 to 30 pounds), bend, stoop and perform other physical exertion
• Ability to stand for extended periods of time

Working Conditions

• Subject to wet floors, temperature extremes, and excessive noise
• Standing and walking for significant amounts of time is necessary

Qualifications

Basic Qualifications a candidate must meet to be considered for this role:

• Bachelor’s Degree related field or equivalent relevant training and experience
• Minimum of 7 years relevant work experience
• Supervisory experience

Additional Qualifications and Skills:

• Knowledge of Microsoft Word, Outlook and Excel
• Knowledge of event management software applications
• Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse constituency
• Demonstrated success planning and executing large-scale events
• Strong budgeting acumen
• Experience working in nonprofit events preferred

Additional Information

• Interview Process: Our interview process may include both virtual interviews via Zoom and in-person interviews. Selected finalists may be asked to participate in an in-person interview.
• Standard Hours/Schedule: This role requires the ability to work  work evenings, weekends and holidays as needed
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment references and background screenings (Identity and Education)
• Other Information: This position will have a 3-month orientation and review period. 

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 058. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Salary Grade: 058