Description

Position Purpose

Successfully promote, sell, and execute all corporate and non-profit facility rental events at the Garden. Maintain effective communication and management of prospective and current clients, caterers, outside vendors, and Garden staff. Promote, sell, manage, and operate new and existing adult group reservation business for the Desert Botanical Garden including concert ticket sales, Las Noches de las Luminarias ticket sales, and special engagements. 

Essential Duties

• Promote, sell, coordinate, and execute facility rental events at the Garden for the purpose of meeting or exceeding monthly sales goal and client satisfaction
• Promote, sell, coordinate, and execute self-guided, group reservations for the Garden
• Manage Group Sales-related ticket programming and database maintenance
• Conduct site tours with prospective and current clients; follow up on sales leads from print and web-based marketing, Garden web requests, email inquiries, and phone inquiries
• Schedule site inspections with clients to promote the Garden and generate additional group tour business
• Develop new accounts and expand existing accounts for repeat business
• Create and distribute annual updates utilizing the Destination Management Companies (DMC), Convention and Visitors Bureau (CVB), and Concierge database
• Follow up with group tour leads including those provided by DMC’s and CVB, including familiarization tours for media and meeting planners
• Host annual promotional event at the Garden when applicable to promote specialized tour and venue offerings (e.g. inviting DMC/CVB/Concierge for a lunch/breakfast and tour)
• Promote and sell blocks of discounted group tickets for Luminaria, concerts, festivals, and events
• Manage the facility rental and group reservation spreadsheet and reporting to the Garden’s Accounting Office
• Create and assist with meeting and event room bookings through EventPro 
• Assist in the training of Garden used software and web based programs; EventPro, EventPro Web and All-seated
• Provide exceptional customer service; coordinate with clients directly and promptly answer questions/phone calls/emails. Follow-up post event with thank you note and formal survey to measure the event’s success in every area related to the Garden and its vendors.
• Meet with client, caterer, and beverage manager (when applicable) and/or other required vendors to conduct a final walk through of event; prepare event set-up sheets and timelines based upon the client’s needs and Garden requirements
• Manage the “day of” each event to ensure that set-ups are performed properly (assist if needed); solve any conflicts that may arise from deliveries, scheduling, catering, etc.; and provide assistance to the client during the event as related to the venue
• Complete client contracts, security deposit collections and refunds, and invoices for any outstanding balances in a timely manner
• Budget for corporate and non-profit events, maintain preferred vendor list, and coordinate catering contract meetings on annual basis.
• Request updates on facility rental and group reservation web page on DBG website as needed
• Help all Facility Rental marketing with the Garden’s Marketing Department; oversee copy, image selection, content, and maintenance of online listings, web-based marketing, print advertisements, and social networking; make recommendations and pursue new marketing opportunities
• Serve on interdepartmental teams and Garden committees as needed
• Participate in Valley networking opportunities and serve as an active member in Garden-sponsored professional organizations

Requirements

• Bachelor’s degree preferred or comparable combination of education and work experience needed
• Minimum of two years’ experience in sales, event management, or related field; Marketing/PR and volunteer management experience helpful
• Computer savviness a must
• A valid driver’s license is required
• Ability to work off-hours including evenings, weekends, and holidays

Equipment Used

Typical office equipment.

Internal Communication

Regular communication and interaction with Garden staff.

External Communication

Frequent communication with visitors, potential visitors, caterers, vendors, and contractors.

Working Conditions

No physical effort beyond what’s typically required in a normal office environment. Potential for tight deadlines or time periods of high workload may require additional hours. The noise level in the work environment is usually minimal. Occasional outdoor work with exposure to the elements is expected. 

Must be able to walk, sit, stand, stoop, kneel, bend, see, hear, speak, read, and type. Manual dexterity and the ability to lift up to 10 pounds required.

Diversity, Equity, and Inclusion

Desert Botanical Garden is an Equal Opportunity Employer and considers all applicants without regard to race, religion, color, sex, gender identity and/or expression, sexual orientation, marital or parental status, age, national origin, veteran status, disability, or any other status protected by law.

The Garden fosters and supports workplace diversity, equity, and inclusion to honor the unique perspectives, experiences, and contributions of all, to celebrate successes, and to cultivate individual and institutional excellence. All employees will help add to the Garden’s diversity and fully embrace it. 

This job description is not intended to be an exhaustive list of all duties, responsibilities, and deliverables of the role. This is not a contract and should not be viewed as such. Other duties may be assigned by supervisor and/or his/her designee.