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Careers / Internships

Visitor Center Hours

10:00 AM – 6:00 PM

All Site Hours

Special Events Manager

Overview

The Special Events Manager is responsible for planning, promoting and executing Historic Bethlehem Museums & Sites (HBMS) special events.

The main objective for this position is to develop and execute special events that ultimately:

  • Serve as entry point for introducing the community to HBMS properties
  • Foster community engagement to grow the HBMS audience
  •  Steward relationships with sponsors and community partners
  • Generate revenue to support the HBMS mission

Responsibilities

  • Participate in efforts to create a culture of philanthropy at HBMS in all your day-to-day activities
  • Manage all planning and logistics for HBMS signature events (Blueberry Festival, Apple Days, Turkey Trot, Rooms to View House Tour and Holiday Dinner) and sponsor events/receptions, including:
    • Sponsorship
      • Solicit sponsorship, in-kind support, auction items, and event attendees to achieve revenue goals for each event and effectively steward relationships
      • Develop and implement sponsorship opportunities that maximize event revenue, community exposure and return on investment
      • Facilitate meetings with event sponsors and follow-up on all details to ensure contract is completed and sponsor expectations are met
      • Maintain records of all correspondence with sponsorship solicitations, programming contracts, and vendors (paid and in-kind) related to special events in Raiser’s Edge
    • Committee Management
      • Recruit, in conjunction with President & CEO and the Vice President & Managing Director, influential social and corporate individuals to serve as chairs and committee members for signature events
      • Manage efforts of volunteer committees to ensure event goals are reached and the committee remains focused on maximizing event revenue
      • Communicate regularly with committee members both as a group and individually to foster engagement
    • Event Logistics
      • Procure any permits from the City of Bethlehem, PA LCB, and other organizations required for special events
      • Assist with, in conjunction with Volunteer Manager, recruiting volunteers for all eventsCoordinate event details to ensure adequate coverage of staff and volunteers for the event and minimize utilization of staff by having adequate volunteers
      • Create opportunities for Vice President and President to have face time with key sponsors/donors/volunteers before, during and after events
      • Manage all day-of-event activities to ensure the event and wrap-up run smoothly
      • Ensure expenses are kept within budget while being mindful of indirect costs
      • Work with the Database Manager to ensure all event participant information is entered into the donor database system and donation acknowledgments are produced after each event
  • Develop and execute a promotion strategy for maximizing the audience for all HBMS events including:
    • Work with the Database Manager to produce targeted mailing lists (based on attendance profiles) for event promotion
    • Provide ticket information and details for events in a timely manner for website and other promotion; monitor website to ensure information about events is current and correct
    • In conjunction with designer, develop invitations and/or promotional communications to promote events via direct mail
    • Write and send e-blasts communications for events
    • Develop social media & email timeline for events in conjunction with marketing staff or consultants
    • Ensure communication plan includes post-event stewardship communications, including thank yous and surveys
  • Analyze event performance and present proposals for future enhancements to keep community-engaged/remain relevant
  • Develop, in conjunction with Director of Finance, expense & revenue budgets for events
  • Propose and develop new event opportunities which are not currently in the annual development plan
  • Develop relationships with other community organizations to capitalize on opportunities for event support and collaboration.

Requirements

  • Bachelor’s degree in business, event management or related field
  • Minimum two years of non-profit experience (preferred)
  • Working knowledge of event management best practices including event staging, risk management, site procurement and vendor/donor relations
  • Demonstrated record of success staging public events with limited budgets
  • Proficiency with Excel and database management tools
  • Able and willing to work all major HBMS events which are typically held on weekends and evenings, including set-up and break down of the event

Position Success Factors

  • Superior communication skills and finesse to influence and secure community and corporate sponsorship and support for HBMS events
  • Strong relationship building skills to establish and maintain positive working relationships with internal colleagues including staff and volunteers, sponsors, donors, volunteers and community partners
  • Excellent problem-solving skills to independently troubleshoot issues and recognize situations that warrant escalation to senior management
  • Exceptional organizational abilities to successfully plan and execute multiple HBMS events
  • Strong attention to detail to anticipate logistical challenges and have contingencies in place
  • High level of flexibility and collaboration to effectively work in a small team environment

Work Environment & Physical Demands

Duties of this position are performed in an office setting as well as at various HBMS historical sites. The position frequently requires standing, sitting, reaching, bending, walking and climbing stairs. The position also requires the ability to lift or carry items weighing up to 50 pounds. Festivals are held outside.

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