Events & Functions Manager

Events & Functions Manager

Department:Marketing (Group Sales, Private Events & Photography)

Reports to: Director of Marketing, Communications & Sales

Location: Heritage Museums & Gardens, Sandwich, MA

FLSA: Exempt | Status: Full-time

Position Summary

The Events & Functions Manager is a sales-forward, team oriented and detail-driven professional who grows earned revenue through group sales, weddings/private rentals, and onsite photography. This role blends proactive sales, impeccable client service, and hands on event operations to deliver exceptional visitor experiences that reflect Heritage Museums & Gardens’ standards.

Key Responsibilities:

Group Sales

• Drive adult group visitation (motor coach, tour operators, social/hobby groups) with proactive outreach, lead nurturing, proposals, and conversion to contracted bookings.
• Collaborate with Visitor Engagement to coordinate youth and adult group visits, ensuring smooth scheduling, staffing, and guest flow.
• Warmly greet and welcome tour buses on arrival; deliver a concise orientation to Heritage.
• Enter and manage all group data in Altru (Blackbaud): reservations, invoicing, billing/payment processing, reporting.
• Maintain the operational calendar, aligning logistics with Programs, Facilities, Horticulture, Retail, and Security.
• Support Gardens Aglow sales.

Photography Management

• Oversee all onsite photography/videography: family and senior portraits, weddings/engagements, commercial and large-group shoots.
• Book and schedule sessions; serve as primary contact for photographers, videographers, and clients.
• Ensure compliance with site policies, brand standards, and safety requirements; manage permits, agreements, insurance/COIs, and internal notifications.
• Coordinate access, and site use with staff; track usage and revenue.

Weddings & Private Events

• Conduct sales tours for weddings, meetings, art workshops, and private events; develop tailored proposals and packages.
• Manage the weddings/events calendar in balance with institutional programs and Development commitments.
• Draft and manage contracts/agreements; oversee invoicing, payments, and accurate event records.
• Coordinate with approved caterers and preferred vendors; support couples/hosts while upholding Heritage standards and guidelines.
• Create or collaborate on marketing assets (web copy, rate sheets, one-pagers, photo selects) in partnership with Marketing.
• Respond promptly to inquiries by email/phone; guide clients from first contact through post-event follow-up.
• Lead event logistics—timelines, diagrams, vendor schedules, setup/strike plans— and ensure quality and guest experience meet Heritage expectations.
• Attend rehearsals/ weddings and provide day-of onsite management (evenings/weekends required), including vendor check-in, run-of-show, floor management, and issue resolution.
• Maintain a sales focus: track pipeline, forecast revenue, and meet or exceed quarterly/annual targets.

Cross-Functional & Administrative

• Keep accurate records in Altru, operational calendar, shared drives, and standardized templates; produce weekly pipeline and revenue reports.
• Uphold risk management practices (permits, insurance, incident documentation).
• Support institutional events during peak periods (e.g., Gardens Aglow) and serve as event lead or support as assigned.
• Contribute to continuous improvement of policies, pricing, packaging, and guest communications.

Qualifications:

• 3 years in event sales/management, venue management, or hospitality; proven revenue growth and client service record.
• Strong proficiency with a CRM, preferably Altru (Blackbaud); confident with Microsoft 365/Google Workspace.
• Excellent communication and presentation skills; dependable day-of manager.
• Demonstrated ability to manage multiple events concurrently with meticulous attention to detail.
• Comfort working cross-departmentally and outdoors/on your feet for extended periods.
• Availability for evenings, weekends, and some holidays (particularly November– December for Gardens Aglow)
• Experience in a museum, cultural institution, attraction, or historic site.
• Familiarity with tour/motor coach markets, wedding venue sales, and commercial photography permitting.
• Basic design/marketing fluency (e.g., drafting rate sheets, reviewing web copy, selecting images).

Success Measures (KPIs)

• Group sales conversion rate and YOY revenue growth.
• Wedding/private event bookings, average order value, and client satisfaction (postevent surveys).
• Photography permit volume, compliance, and revenue.
• On-time, error-free contracts/invoices; positive internal partner feedback.
• Event execution quality (incident-free operations, adherence to timelines, guest experience scores).

Work Environment & Physical Requirements:

• Mix of office and onsite event work; frequent walking, standing, and light lifting (up to ~25 lbs).
• Outdoor work in variable New England weather; ability to work in low-light/nighttime conditions during seasonal programs.

Compensation & Benefits Salary range: $58,000-$60,000, commensurate with experience, plus comprehensive benefits package

To Apply Please submit a resume and brief cover letter outlining relevant sales/event accomplishments to hiring@heritagemuseums.org

Pay: $58,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $58,000 - $60,000