Event Sales Manager

Position Summary:

The Event Sales Manager is responsible for managing the intake, sales, contracting, and logistical coordination of an assigned portfolio of campus or athletic events. This position serves as a primary client contact, guiding inquiries from initial qualification through contracting and operational transition while delivering timely, accurate, and highly responsive service.

The Event Sales Manager works across Vanderbilt Enterprises, university departments, Athletics, Vanderbilt Catering, food and beverage partners, event operations, and other campus service providers to create a coordinated client experience. The role contributes to revenue growth, promotes Vanderbilt venues and services, and ensures that event requirements are documented and handed off clearly to the appropriate operating teams.

Key Functions and Expected Performance:

The Event Sales Manager is responsible for essential functions including, but not limited to:

Event Intake, Sales and Contracting

• Respond to event inquiries, Requests for Proposals (RFPs), and other sales leads in a timely and professional manner.
• Qualify prospective clients, assess event needs, recommend appropriate venues and services, and conduct site visits as needed.
• Develop proposals, estimates, pricing, and event agreements in accordance with approved rates, policies, and revenue goals.
• Manage contracting for assigned events and maintain accurate documentation of client approvals, event requirements, and contractual obligations.
• Maintain prospective and confirmed business in the designated event-management or customer-relationship system, including lead status, event details, and required follow-up.
• Build and maintain a healthy sales pipeline, support departmental revenue goals, and identify opportunities to expand the use of Vanderbilt venues and services.

• Coordinate final billing information and documentation with the department's billing and invoicing support.

Client Service and Event Logistics

• Serve as the primary sales and logistics contact for assigned clients and provide consistent communication throughout the planning process.
• Collect and document all event requirements, including space, setup, food and beverage, audiovisual, parking, transportation, security, guest services, accessibility, and other operational needs.
• Coordinate availability, event holds, room assignments, diagrams, timelines, and service-provider requirements with internal and external partners.
• Ensure that proposed events comply with university policies, venue requirements, contractual standards, and applicable safety and risk-management procedures.
• Prepare complete and timely handoffs to event management, food and beverage, and operations partners, while remaining available to support the client and internal teams as needed.
• Provide on-site sales or event support when required by the scope and complexity of an event.
• Cultivate positive relationships with university departments, Athletics, campus partners, external organizations, and service providers.

Assigned Event Portfolio

• Campus Events Portfolio: Manage intake and sales for campus events. When an event uses Vanderbilt Catering, transition the confirmed event to the assigned Event Manager, who will lead space, catering, and logistics through completion. When an event does not use Vanderbilt Catering, retain responsibility for sales, contracting, and logistical coordination.
• Athletic Events Portfolio: Manage sales, contracting, and logistical coordination for events using athletic facilities. Transition food and beverage requirements to the designated food and beverage lead and operational requirements to the Operations Manager, while maintaining clear communication across the client and internal teams.

Technology, Reporting and Process Improvement

• Use departmental platforms and systems, including Momentus and other event, registration, or customer-management tools, to maintain accurate and current records.
• Track sales activity, conversion, contracted revenue, event status, and other performance measures as requested.
• Support the development of a centralized intake process, shared inbox, website inquiry form, and consistent lead-routing procedures.

• Identify opportunities to improve sales, contracting, handoff, and client-service processes across Catering and Events.

Qualifications:

• A bachelor's degree in a relevant field is preferred.
• Two years of experience in event sales, venue sales, event management, hospitality, or a related professional area is required.
• Experience developing proposals, pricing events, negotiating services, and managing contracts is strongly preferred.
• Experience working with university, athletic, hospitality, catering, or complex multi-venue environments is preferred.
• Excellent sales, customer-service, time-management, and project-management skills are required.
• Strong written and verbal communication skills, attention to detail, organization, and sound judgment are required.
• Demonstrated ability to manage multiple clients and events simultaneously while meeting deadlines and maintaining accurate records.
• Ability to build positive relationships and work collaboratively with internal and external customers, service providers, and cross-functional partners.
• Proficiency with event-management, CRM, registration, or similar technology platforms is preferred.
• A process-driven, collaborative, proactive, and solutions-oriented approach is essential.
• Availability to work early mornings, occasional evenings, and weekends based on event needs is required.