Director of Event Sales and Rentals
Harvard University · Cambridge, Massachusetts, United States · hybrid
By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.
Why join The American Repertory Theater?
A.R.T. is a leading force in American theater, producing groundbreaking work that is driven by risk-taking and passionate inquiry. Since 2008, Terrie and Bradley Bloom Artistic Director Diane Paulus has pursued A.R.T.’s mission to “expand the boundaries of theater” by programming transformative theatrical experiences, always including the audience as a central partner. A.R.T. is nationally and internationally recognized as a leader of artistic innovation. In recent years, productions that began at A.R.T. have won 19 Tony Awards, and numerous works developed by A.R.T. have been performed throughout the country and around the world.
As the professional theater on the campus of Harvard University, A.R.T. is committed to playing a central role in the cognitive life of the University, catalyzing discourse, interdisciplinary collaboration, and creative exchange among a wide range of academic departments, institutions, students, and faculty members. This season, the A.R.T. will move from its historic home in Harvard Square to its new home in Allston, the Goel Center for Creativity and Performance, a state-of-the-art building with two primary performance spaces, rehearsal halls, studios, and running shops. For more information, please visit our website at: https://americanrepertorytheater.org/.
The A.R.T. is poised to undertake a transformative opportunity to serve its mission to expand the boundaries of theater with its move to the new state-of-the-art Goel Center for Performance and Creativity. Private event rentals will play a key role in the ecosystem of the new building, allowing the A.R.T. to engage various communities and stakeholders and to generate income to support their season programming.
Reporting to the Managing Director and serving on the senior leadership team, the Director of Event Sales and Rentals will be responsible for developing a strategic earned income model around event rentals and hospitality. This role will play a direct hand in planning and executing the events working in tandem with the programmatic use of the building and working closely with the artistic, development, production, and marketing teams to leverage the available occupancy of the American Repertory Theater’s (A.R.T.) new home in Allston.
The Director of Event Sales and Rentals will leverage the world class spaces at the new Goel Center - including two performance venues, two rehearsal spaces, numerous studios and conference rooms, a large lobby area with a small bar and kitchen, and an outdoor plaza – to create and execute a robust calendar of private events complementing the A.R.T.’s season programming.
Building out a small team of event support staff, the Director of Event Sales and Rentals will manage a wide range of duties related to these events including booking, selling, planning and coordinating all special private events while assuring the highest level of customer service.
The Director of Event Sales and Rentals will foster a culture of community, trust, respect, professionalism, and accountability, and will act as an enthusiastic ambassador for the A.R.T. to all its partners.
Manage a wide range of duties related to catering and event sales, including booking, selling, planning and coordinating all special social events while assuring the highest level of customer service.
Job-Specific Responsibilities:
Program Creation
- Identify, prioritize, and stratify ideal clients and client mix, working in partnership with the senior leadership team and the Boards of Trustees and Advisors.
- Foster an up-to-date understanding of competitors, both external to and internal to Harvard University.
- Ensure that A.R.T.’s rental pricing model is competitive with existing comparable spaces and will work to make the Goel Center an ideal event venue in the Boston events ecosystem.
- In concert with the A.R.T. Executive Team, the Director of Event Sales will:
- Develop 3-5 years of sales goals based on the production schedule and availability of spaces within the Goel Center
- Develop an ideal event type mix (e.g. private, non-profit, Harvard-based, public non-theater performance, etc.) that fits with the mission of the A.R.T.
- Develop an internal (within Harvard University) and external marketing strategy
- Identify appropriate materials and equipment to own and rent and determine and maintain storage locations within the Goel Center or at A.R.T.’s storage warehouse.
- Recommend, identify and hire the appropriate personnel mix (e.g. Exempt staff, LHT, contractors) to support rentals programming.
- Maintain up-to-date SOPs for event operations to be communicated to all A.R.T. staff.
Sales and Financial Responsibilities
- Populate and maintain a robust private events calendar in concert with the mission-based programming.
- Prospect new business, leveraging current relationships and creating new ones through research and direct outreach to potential clients.
- Manage negotiations for all events, developing complex contracts ranging from small private dinners to large multi-day conferences.
- Identify required, preferred, and allowed vendors, inside and outside of Harvard University, and communicate options to customers.
- Develop and report on monthly sales projections and identify opportunities for growth and key areas for future investment.
- Complete budgets and calendars for the Events operation according to A.R.T. standards and practices.
- Contribute budgeting and calendar information for additional A.R.T. planning needs.
Event Execution
- Execute private rentals and A.R.T.-produced public events in accordance with organizer direction and contract terms.
- Establish and enforce rental policies, including guest conduct expectations across A.R.T. spaces and property.
- Coordinate event planning and execution: conduct client/vendor walkthroughs, prepare and distribute BEOs, detail setup and AV needs, and coordinate staffing, equipment, and menus with internal teams and external vendors.
- Maintain working knowledge of event-related AV, lighting, and facility resources; lead pre-shift meetings with event staff.
- Partner with Finance on event billing and invoicing, and maintain client records, gather post-event feedback, and build relationships to encourage repeat business.
Personnel Management
- Responsible for staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive work environment.
- Train all event staff on various event support roles and maintain high standards of hospitality and customer service.
- Manage staff, including food and beverage staff, catering staff, and event contractors during events.
Facilities and Inventory
- Ensure onsite storage of event specific materials is organized and maintained.
- Schedule general facilities maintenance, working closely with the onsite facilities team.
Physical Requirements:
- Position frequently involves long hours and widely diverse duties
- Must be able to lift (approximately 20 to 30 pounds), bend, stoop and perform other physical exertion
- Ability to stand for extended periods of time
Working Conditions
- Subject to wet floors, temperature extremes, and excessive noise
- Standing and walking for significant amounts of time is necessary
Basic Qualifications a candidate must meet to be considered for this role:
- Bachelor’s Degree related field or equivalent relevant training and experience
- Minimum of 7 years relevant work experience
- Supervisory experience
Additional Qualifications and Skills:
- Knowledge of Microsoft Word, Outlook and Ex