Job Description
Job DescriptionSalary: $85,000
The Events Manager is responsible for managing and supporting all major SFJAZZ fundraising and stewardship events, including the annual Gala, Artist Dinners, Leaders Circle Lounges, and other events essential to fundraising success. The Events Manager will also support internal events, including Board Meetings, all-staff parties, open houses, and other events as needed and as approved by the supervising Director. This position reports to the Director of Development.
Responsibilities
Fundraising Events:
- Implement a comprehensive plan for Development events that achieves SFJAZZ fundraising and strategic goals.
- Manage event logistics, including invitation creation, registration, attendee RSVP tracking, food and dcor management, event content and entertainment, and post-event evaluations.
- Coordinate the creation and production of all event collateral materials and event webpages, working with the Marketing and Development team.
- Work closely with the Development Director on the annual gala, including project management, budget tracking and invoicing, event marketing and collateral, and staff and volunteer coordination.
- Supervise and train volunteers and Development staff assisting with events.
- Manage storage and track inventory of event dcor, supplies, and wine.
- Evaluate proposals and recommend or select vendors and partners.
- Responsible for logging Development events in Artifax, the organizational calendar, and completing associated paperwork for distribution within the software.
- For Gala and other events, it is expected that this role will (1) create a detailed timeline of the event from load-in to load-out (2) Coordinate janitorial, security, FOH and Production needs with internal teams, (3) Create and distribute venue floorplans(6) Provide on-site support for the duration of the event (7) Perform end-of-night close-out walk-through with F&B vendors, decor.
- Track and enter information into Tessitura as appropriate.
- Other duties as assigned.
In-Kind and Community Sponsorships:
- Partnering with the Corporate Partnerships Officer, identify, solicit, and negotiate in-kind sponsorships with restaurants, caterers, wineries, and other local businesses, managing relationships with sponsors and ensuring fulfillment of benefits and recognition.
- Steward and develop relationships with local vendors for SFJAZZ fundraising events, identifying opportunities for in-kind donations and partnerships.
- Serve as liaison to partners, neighbors, and Production and Operations departments to optimize event logistics.
Budget Management:
- Create timelines, budgets, and procedures for Development events.
- Monitor financial expenditures and progress against budget and annual plans, taking necessary measures to meet financial goals.
- Conduct ROI analysis for events and implement improvements based on findings.
Cross-Departmental Collaboration:
- Participate in regular Production and Operation meetings.
- Schedule event debriefs with executive leadership, senior management, and volunteers, as required.
- Staff events as necessary, including overseeing set-up, registration, and breakdown.
- Coordinate with the Artistic Department on scheduling and handling artists in Development events.
- Ensure compliance with organizational policies, procedures, and legal requirements in all event-related activities.
Qualifications
- 5+ years of in-house events production and a minimum of 3 years' experience within a nonprofit organization.
- Experience executing the production of large events with significant revenue goals.
- Skilled at building detailed event operational plans and managing high-end event budgets.
- General knowledge of how audio, video, and lighting work in a live event environment.
- Ability to serve as a cross-divisional liaison and leader within the organization with internal teams in Production, Front of House, Finance, Facilities, and Marketing.
- Excellent written and verbal communication skills with a diverse array of constituents, including demonstrated experience working with high-level volunteer committees.
- Ability to think critically and creatively under pressure in public situations.
- Detail-oriented with a passion for accuracy and thoroughness.
- Strong conceptual abilities, ability to be creative and strategic.
- Professional demeanor and self-presentation.
- Experience working with Artifax (and other event management booking software) a plus
- Experience at a performing arts venue preferred.
Working Conditions
This position requires regular on-site presence at SFJAZZ Center and in the San Francisco Bay Area, with flexibility to work evenings and weekends as needed. The role involves extended hours during peak periods such as Gala, Festival weeks, and other major events. Attendance at evening membership and donor events (including Leaders Circle and Listening Parties) is required, along with occasional to frequent weekend commitments. The position may also require standing for extended periods during events and activities.