Venue Planner

Description

At Desert Botanical Garden, we're looking for an energetic, organized, people-loving pro to help bring weddings, celebrations, corporate events, and group experiences to life among the cacti and wildflowers. From guiding excited couples on venue tours to coordinating dazzling special events and building lasting relationships with partners across the Valley, you'll play a key role in shaping the moments our guests remember forever. If you thrive on creativity, connection, and a little sunshine, we would love to see you apply!

Position Purpose

Successfully promote, sell, and execute all corporate, non-profit, social and wedding 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 sales business for the Desert Botanical Garden including special event ticket sales, and other special engagements.

Position Information:

Job Type: Full time, Exempt

Location: On-Site (Desert Botanical Garden)

Hours: 40 hrs per week, variable - weekdays, weekends, morning, daytime, evenings based on events booked

Pay: $60,000 - $65,000 per year DOE

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
• Conduct site tours with prospective and current clients; follow up on sales leads from Garden web requests, email inquiries, phone inquiries and print or web-based marketing.
• 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 event planner (when applicable) and/or other required vendors to conduct a final walk through of event; prepare event set-up diagrams and timelines based upon the client's needs and Garden requirements
• Meet with client, and wedding planner (when applicable) to conduct wedding rehearsals
• 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.
• Sell and coordinate group ticket reservations; and promote and sell blocks of discounted group tickets for Luminaria, concerts, festivals, and events. Manage Group Sales-related ticket programming and databbase maintenance
• 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 promotional events at the Garden when applicable to promote specialized tour and venue offerings (e.g. inviting DMC/CVB/Concierge for a lunch/breakfast and tour)
• Manage the facility rental and group reservation spreadsheet and reporting to the Garden's Accounting Office
• Create, train and assist with meeting and event bookings through the Garden's venue booking system; Tripleseat. Create, train and assist with development of event diagrams through the Garden's diagram creation platform; Prismm
• Budget for facility rental events, maintain preferred vendor list, and participate in catering contract meetings on annual basis
• Request updates on facility rental and group reservation web page on Garden 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

Competencies

• Bachelor's degree preferred or comparable combination of education and work experience.
• Minimum of two years' experience in customer service, sales, event management, or related field; Marketing/PR and volunteer management experience helpful.
• Exceptional communication skills.
• Ability to multitask efficiently in a fast-paced work environment.
• Computer savviness a must including Tripleseat Software, Allseated, Outlook, Adobe Photoshop, Microsoft Excel and Windows Operating System preferred,
• 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.