Events Manager

Job Overview

The Emerald Necklace Conservancy seeks an energetic, experienced, self-motivated and mission-driven Events Manager to ensure a successful calendar of fundraising and public events. The Events Manager will develop, plan and execute high-impact events that introduce the community to the Emerald Necklace and engage external audiences in enjoying and appreciating the Necklace and supporting the Conservancy.

Reporting to the Director of Marketing and Communications, this role is integral to the Conservancy’s success in restoring and improving the Emerald Necklace for all, and stewarding Boston’s unique linear park system, designed by Frederick Law Olmsted.

The Event Manager is responsible for the management of one full-time staff person, the Public Event and Partnerships Coordinator.

RESPONSIBILITIES

The Events Manager’s annual event portfolio includes Party in the Park, the biennial Emerald Evening, Annual Meeting, Lights in the Necklace, year-round free public events, donor cultivation events and smaller meetings and cultivation events throughout the year.

This position requires a highly organized team player with excellent judgment, capable of balancing a diverse range of projects, communicating professionally and sensitively with the public, vendors and donors and collaborating effectively with a broad group of volunteers and staff. The Events Manager is a problem solver who is very client-focused with both internal and external audiences and will provide a high level of customer service as the first line of contact for external audiences for events. They serve as an integral member of the marketing and communications team and work closely with the development team interfacing with high-level donors, facilitating committee meetings and working with event hosts and co-chairs.

ESSENTIAL DUTIES

Party in the Park (PIP)

• Party in the Park is an annual tented and seated luncheon in the Emerald Necklace parks that welcomes over 500 guests; the fundraising goal for the 2024 lunch is $850,000. The Events Manager serves as the staff point person for this signature annual fundraising event, working with staff, vendors, public partners and a group of skilled, motivated volunteers on the Party in the Park Committee to ensure PIP meets its fundraising and donor engagement goals.

• Provide oversight and management of all elements of event planning and production, budgeting, fundraising, volunteer management, run of show, speaking program, etc.

• Track sponsorship and ticket sales and generate fundraising reports.

• Utilize Raiser’s Edge database and GiveSmart event database to maintain and track accurate and complete Committee information, invitations, donor and sponsorship data, registration lists and seating/table assignments. Prioritize complete and accurate attendee data capture in Raiser’s Edge post-event.

• Coordinate all print and electronic collateral associated with Party in the Park, such as e-newsletters to the Committee, save-the-dates, invitations, PIP program book, in-room signage and more. In coordination with Development team, ensure appropriate donor and sponsor recognition on all collateral materials.

• Work with the Event Producer (a consultant) to research and identify all event vendors and liaise with event Co-Chairs on selecting vendors.

• Manage and work closely with the consulting event producer to manage Party in the Park planning and day-of execution including vendor logistics, program run-of-show and stage management, guest check-in and registration, table/room set-up, audio-visual, catering logistics, etc.

• Provide pre-event training to all staff and volunteers working the event and manage day-of activities related to event staff and volunteers.

• Work closely with the Marketing and Communications Coordinator to maintain accurate information about Party in the Park on Conservancy website, social media channels, e-newsletters; coordinates guest communication before, during and after PIP.

Ongoing Fundraising and Public Events

• In addition, in partnership with the Public Events and Partnerships Coordinator, the Events Manager will oversee the planning, budgeting, logistical and relationship management aspects of other events for the public and donors, such as Emerald Evening, summertime in-parks public programming, Annual Meeting, donor cultivation events and seasonal public programs.

• Participate in setting strategy, messaging, themes, goals of events, cultivation and stewardship, managing relationships with event-related volunteers (e.g., event committees, table hosts, dinner hosts, etc.)

• Develop event budgets and track expenses to stay on budget. Reconcile event expenses with Finance Department.

• Identify and negotiate contracts with all vendors including venues, caterers, rental companies, A/V companies, bar service, graphic designers and other event vendors. Provide on-site management of vendors at all events in coordination with the Public Events and Partnership Coordinator.

• Secure all relevant event permits through the City of Boston, Town of Brookline and State of Massachusetts, working in coordination with vendors where applicable.

• Ensure proper insurance coverage for all events in coordination with the Director of Conservancy Operations.

• Working with Director of Conservancy Operations, create COVID-19 or other health and safety-related event protocols, as needed, and implement systems for their communication and implementation.

• Oversee the development of content and design for electronic and print invitations, online registration, event programs and other collateral/marketing materials needed at events.

• Secure in-kind donations and discounts from vendors and develops good working relationships with preferred vendors. Maintain all event-related information in Raiser’s Edge database (committee, invitation, and registration lists; fundraising dollars; registrant information and preferences; donor/sponsor lists; etc.) Works closely with Development Coordinator to reconcile event ticket and sponsorship purchases, invoices sponsors and follows up on outstanding pledges.

• Recruit, train and supervise event volunteers.

• Ensure proper receipting of donors and other event constituents. Stay informed of event trends, technologies and best practices

Minimum Requirements

ESSENTIAL QUALIFICATIONS

Experience:

• 3+ years demonstrated event management experience. Experience planning outdoor events preferred.

• Experience with nonprofit event fundraising and event committees preferred. Experience handling event permitting a plus.

• Bachelor's degree or equivalent work experience.

Skills:

• Demonstrated ability to work effectively and diplomatically with staff, donors, vendors and volunteer leadership while balancing a diverse range of projects.

• Strong project management skills, superb organizational and budgeting skills, and creative problem-solving.

• Ability to communicate professionally and attentively with volunteers, donors, vendors, public partners and the public. Proficiency in Microsoft Office suite (Word, PowerPoint, Excel, Outlook); working knowledge of Raiser's Edge database strongly preferred.

• Ability to serve as a positive ambassador for the Conservancy, the Emerald Necklace park system and Conservancy projects, including leading occasional tours and engaging stakeholders effectively.

• Ability to handle highly confidential information with discretion, courtesy and good judgment.

• Results-driven, motivated and independent worker.

• Familiarity with environmental stewardship a plus. Familiarity with Boston's philanthropic landscape a plus.

Physical and Other Requirements:

• Must be able to provide proof of COVID-19 vaccination from an immunization source showing date(s) the vaccination was administered.

• Ability to lift up to 40 pounds on occasion.

• Must be comfortable being outdoors and working outdoors on occasion, sometimes in inclement weather. Must be able to work some nights and weekends on occasion.

• Must have a valid driver's license and access to a vehicle.

The Emerald Necklace Conservancy is an equal opportunity employer, with an institutional commitment to employing a diverse workforce. Candidates of color, bilingual and bicultural candidates are strongly encouraged to apply.

The Emerald Necklace Conservancy is an Equal Opportunity Employer, and no person shall be discriminated against on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender identity or expression, marital status, age, Veteran status, physical/mental disability, or any other characteristic protected by federal, state or local laws. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.