The West Virginia Botanic Garden (WVBG), a non‐profit organization located in Morgantown, West Virginia, seeks an energetic, full‐time Event Sales Manager to coordinate rental programs and events. WVBG hosts weddings, corporate retreats, private parties, special events, and meetings at The Terrace at Tibbs Run, the Celebration Garden, the Education Center, and surrounding outdoor areas.

The Event Sales Manager is responsible for planning, coordinating, and overseeing the execution of all event rentals. Responsibilities include promotion, booking, and contract administration of rentals, supervision of WVBG rental staff, vendor coordination, and onsite coordination of rentals as needed.

Time Commitment:

The Event Sales Manager is a full-time position at approximately 40 hours/week. Hours are flexible, but often include Saturdays and Sundays when facilities are under occupation by clients. Additional hours during the week may include some evenings to meet with clients and/or attend events.

Responsibilities include:

Reporting to the Executive Director and working closely with the Executive Assistant, this position will coordinate a variety of tasks relating to facility rentals that include:

  • Working with the WVBG staff to ensure rental rates and packages are competitive
  • Assist in the creation of promotional materials related to event venues at the Garden
  • Managing social media platforms for The Terrace at Tibbs Run
  • Grant writing for needs associated with rental facilities in coordination with the WVBG Grants Committee
  • Maintaining awareness of industry trends and leading the WVBG as the state’s flagship garden in becoming a top wedding venue in West Virginia, maximizing rental revenue to support other areas of the Garden’s mission
  • Networking with event sales peers and staying abreast of industry trends, particularly as it relates to public gardens
  • Responding to rental inquiries in a timely, effective, and proactive manner
  • Scheduling and providing venue tours; following up with interested renters to close bookings
  • Scheduling rentals in close coordination with WVBG staff to ensure no conflicts arise with other Garden events and programming
  • Renter and vendor contract and document administration; maintaining orderly filing of past and upcoming contracts
  • Maintaining communication with contracted renters prior to event day to discuss needs such as, but not limited to, layout of furniture and parking
  • Assisting clients with audio-visual needs
  • Coordinating with staff to ensure grounds are in top condition on event days
  • Ensure facilities are stocked with necessary supplies
  • Scheduling and managing rental staff and/or contracted cleaning personnel; or working with Volunteer Coordinator for volunteer cleaning/event management assistance
  • Coordinating weekend logistics and communicating with all WVBG weekend staff (including education and future Visitors Center staff) during open weekend hours
  • Assisting rental staff during set‐up/clean‐up as needed (please note all renters are responsible for leaving the facility in the same condition as they found upon arrival)
  • Maintaining relationships with vendors and coordinating as needed
  • Promotion of the rental program
  • Ensure all contractual agreements are met by rental parties and that WVBG policies and procedures are followed
  • Ensure cleanliness and neatness of rental facilities including kitchen and storage areas. This may include the Event Sales Manager to perform some cleaning and maintenance, watering plants, and inspecting indoor and outdoor facilities to determine needs as if it were your own home
  • Maintain up to date first aid/CPR/AED training

Are you interested in applying for this position?

Please submit your cover letter and resume to info@wvbg.org or call 304-322-2093 with any questions.

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