Overview

The Event Sales Manager is responsible for formulating, leading, and implementing strategies to grow revenue through event rentals and supporting event planning with organizational partners as well as serving as the liaison with the Museum’s cafe operator. The position solicits and produces income-generating events, maintains relationships with clients and vendors, manages budgets, and manages staff. This is a full-time and salaried position, requiring event support on nights and weekends (2-3 times per month). This position is not expected to work more than 5 days per week.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.

INSTITUTIONAL RESPONSIBILITIES

• Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future.
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as anti-racism, diversity, equity, and inclusion.
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.

POSITION DUTIES AND RESPONSIBILITIES

Rental Program Oversight

• Lead and oversee all aspects of event rental promotion and sales, and maximize the facility rental program to achieve annual revenue goals. 
• Serve as the primary point of contact for the sale and promotion of OMCA event spaces. Provide information on availability, rental terms, permitted use of the facility, and the exhibition schedule.
• Manage each stage of client sales interaction, from initial inquiry to “day of” event execution. 
• Prepare and manage the annual Event Sales budget, with monthly updates.
• Manage and supervise the Event Sales Coordinator.
• Creatively promote OMCA as an event rental venue through advertising, marketing, building relationships with local businesses, and other cost effective activities. In collaboration with the Marketing and Communications Department, develop a marketing plan for promoting the Museum as a premier event venue in the East Bay. 
• Support low-revenue or zero-revenue community partnership events (approximately 8 times per year) in collaboration with the Directors Office and the Marketing and Communications Department. Guide and support all stages of these events from initial inquiry to “day of” event timelines.

Event Production

• Oversee the production of events and ensure all details are arranged. Serve as primary point-of-contact for rental clients, OMCA staff, and outside contractors during event planning and serve as Event Lead on the day of the event.
• Utilize ReServe Interactive event management software to track details, generate floor plans, create timelines, and ensure cross-departmental communication.
• Manage client timeline, checklist, and all pre-planning duties in the months leading up to the event. 
• Connect clients with necessary vendors and public permitting agencies and facilitate those relationships. 
• Provide onsite supervision, or support other staff to provide onsite supervision, leading up to and including the day of events, and troubleshoot any unexpected situations that arise. Ensure adherence to the museum’s event standards and facility use guidelines including electrical, insurance, license and permit requirements.

Administrative

• Execute rental agreements and ensure rental documentation, insurance certificates, and payments are received. 
• Prepare and maintain comprehensive client files inclusive of rental documentation, insurance certificates, event timelines, permits, and floor plans.
• Review contract language and suggest changes as required to ensure museum policies are adhered to and communicated to clients.
• Assist with the development, documentation, and implementation of written policies regarding event production operating procedures.
• Conduct post-event evaluation meetings to identify areas of improvement. Revise procedures as needed and in response to changing conditions.
• Manage and evaluate the business relationship with OMCA’s preferred caterers and vendors.

Town Fare Cafe

• Working with the Senior Director of Philanthropy, serve as a key liaison between OMCA and its cafe operator, with particular regard to event rentals.
• Ensure that the cafe operator maintains good standing as OMCA’s exclusive bar catering service and as a preferred caterer at the Museum.
• Facilitate open communication between the cafe operator, rental clients, OMCA staff, and public permitting agencies.

Qualifications

EXPERIENCE

• Ability to deliver results, facilitate and influence others, and problem solve beyond temporary solutions
• 5-7 years of related experience

• English language proficiency in both spoken and written form; a second language (particularly Spanish or Chinese) desirable
• Knowledge of the principles and practices of event production

• Familiarity with Bay Area events market, including rental venues, vendors, and prospective clients

• Ability to manage, hire, train, and schedule staff
• Understanding of required City and State permits for fire, building capacity, alcohol, parking, and health codes
• Knowledge of AV, lighting, decor, and equipment
• MS Office (Word, Excel, PowerPoint)
• Knowledge of ReServe Cloud events management software desirable

WORK ENVIRONMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

• Museum environment involves both indoor and outdoor working conditions
• Ability to travel between OMCA locations, and other travel as required by position responsibilities
• Engage with diverse visitor populations for extended periods of time in the galleries or throughout the campus
• Ability to work a flexible schedule, including evenings and weekends
• Ability to lift up to 25 lbs.

EEO STATEMENT

The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.