Special Events Manager | Playbill

Special Events Manager

CATEGORY: Non-Theatrical

Asolo Repertory Theatre
Sarasota, FL

Job Details


Title: Special Events Manager

Class: Salary Exempt; Full-Time $ 60K-62.5K

Work Environment: Onsite Only Sarasota Florida

Asolo Rep’s Special Events Manager is responsible for the strategic planning and coordination for all fundraising and Development events; assists and coordinates logistics for other departments’ events; works with FSU to manage outside group events and venue rentals; and serves as the overall point person for all events that take place within the organization.

Essential Job Functions:

  • Develop, plan, and execute all internal and external events, including: Annual Gala and fundraising events, Opening Night parties, private dinners, corporate nights, donor cultivation events, luncheons and staff/cast parties
  • Plan and execute all efforts for Asolo Rep Adventures, an affinity travel club that plans theatre experiences to foreign and domestic locations.
  • Manage outside venue rentals and contracts
  • Work with the Director of Development to identify high net-worth donors and prospects and create targeted strategies and events to cultivate these potential donors
  • Work cooperatively across departments to ensure special events are scheduled in accordance with the season production calendar and creative team availability
  • Communicate event dates and information to the local community social calendar editors and charity registers
  • Manage and maintain overall special events budget
  • Directly implement the creative design and theme for all events
  • Coordinate all invitation copy, design and publication
  • Manage and negotiate all vendor contracts, catering, rentals and event talent/entertainment
  • Oversee RSVP and payment processing, and special events donor acknowledgements
  • Maintain data in Tessitura related to special events.
  • Handle all contributions in a secure and responsible manner, in accordance with Asolo Rep’s Policies and Procedures document.
  • Prepare detailed event timelines, meeting agendas, talking points and speeches as needed
  • Oversee staffing, set-up and breakdown for all events
  • Prepare event reports and summaries for senior management
  • Work with the Marketing department to design and publish all event promotional materials and update and maintain all special event webpages
  • Work with the Public Relations Manager to properly brand and market all events through advertising, social media, and other media outlets
  • Work with the Development Associate, Corporate Partnerships to secure dual corporate/event sponsorship and in-kind donations
  • Closely interact with board members, event chairs/committees and event sponsors
  • Oversee the Special Events team and volunteers – including recruitment, training, and management.


· 3-5 years of fundraising event planning experience, with demonstrated success managing budgets and meeting fundraising goals

· Ability to multi-task, problem solve, and be self-disciplined

· Excellent organizational skills and detail-oriented

· Strong verbal and written communication skills

· Extremely polished and professional demeanor

· Must have computer knowledge of Microsoft Word, Excel, PowerPoint, database software Tessitura (or similar) and event seating/check-in application Social Tables (or similar). Graphic Design and website knowledge a plus

· Must be able to lift 40+ lbs, stand for long periods of time, drive vehicles.

The ideal candidate will have five years of Development and Special Events experience. Preference will be given to candidates who have superior writing skills, an outgoing/friendly personality, ability to manage multiple projects with competing deadlines, exhibit strength under pressure, and are able to work with multiple personality types with varying experience. Preferred skills include fundraising for the arts and experience with the Tessitura database software. Must be flexible in working long, weekend, and nighttime hours.


Jun 23, 2022 -







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