Rentals & Events Manager

Description

At Zach, we believe in the power of light—to illuminate new ideas, spark imagination, and bring people together. As Austin’s leading professional producing theater, we create vibrant, intimate theater experiences that engage, inspire, and connect our community. The Events & Rentals Manager reports to the General Manager and works collaboratively with all departments to ensure the smooth execution of all of Zach internal events and third-party rentals. 

This is a full-time, exempt, campus-based role.

Requirements

ESSENTIAL FUNCTIONS:

• Work closely with the Facilities, Production, Development, and Marketing teams to arrange and execute all on-site events such as donor dinners and events, fundraising events, opening nights, season announcement, affinity nights, and other events as they arise
• Schedule and reserve spaces in collaboration with internal departments while maintaining and updating the institutional calendar
• Build and foster relationships with preferred local event vendors such as caterers, equipment rental companies, entertainers, etc; secure in-kind support as part of the partnerships when possible
• Remain budget conscious and communicative throughout the event planning process to ensure all departments can make informed decisions about event details
• Generate and maintain clear documentation of events processes from inception/inquiry to execution and debrief/feedback
• Field rental inquiries for event sales, conducting tours, and leading communications with potential rental clients
• Generate estimates and rental agreements for potential rental clients with support from the General Manager
• Responsible for tracking billing and payment scheduling and follow-ups as needed
• Cross department collaboration with other departments for revenue and expense tracking as needed
• Develop and maintain the annual budget for Zach's venue rental program with support from the General Manager
• Work collaboratively with multiple departments to build a roster of overhire candidates and arrange necessary staffing for events and rentals
• Oversee execution of rental events day-of and provide quality control for all involved
• Ensure the collection, organization, and communication of all departmental needs including staffing within an effective and strategic timeline
• Assure all aspects of rental events are compliant with Zach Theater and City of Austin regulations
• Drive the creation and evolution of some produced community events such as The Market at Zach and ACL Late Nights
• Partner with Group Sales to create and sell bar, catering, and add-on packages that enhance group experiences
• Represent Zach at public events and performances in a professional manner
• Other duties as assigned

EDUCATION AND EXPERIENCE: 

• 2+ years experience working in Venue Management and/or Events and Rentals at a multi-purpose facility (strongly preferred)
• Theater knowledge and experience (strongly preferred but not required)

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Strong attention to detail with an emphasis on organizational systems
• Ability to stay calm in stressful environments and approach challenges with strong problem-solving skills
• Strong verbal and written communication skills to interact with team members, vendors, and management effectively
• Working knowledge of the contracting process, permits and forms
• Working knowledge of event management principles and regulations
• General knowledge of theatre or technical event production needs
• General knowledge of theatre arts organizational practices
• Ability to prioritize tasks, manage time efficiently, and handle multiple projects simultaneously
• Ability to work independently or in close proximity to team members while managing all aspects of the position
• Strong computer skills, primarily for work within Google Suite, Smartsheet, Prism, Asana and Dubsado, and/or the ability to learn new technology quickly
• Ability to build collaborative and strong relationships
• Develops Talent and Teams
• Manages Through Processes and Systems
• Accountability for People and Budgets
• Deals with Change Effectively
• Ability to perform all work with a direct reflection of the vision, mission, and values of Zach Theater
• Other duties as assigned

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

This is a campus-based, on-site role. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions upon discussion with HR. 

• Ability to sit and stand for long periods
• Ability to lift, push, pull or otherwise maneuver up to 50 lbs repeatedly, either alone or with assistance
• Ability to periodically work outside 
• Ability to work in close proximity to other coworkers in a shared office space
• Must have reliable transportation and the ability to work with a flexible schedule, including frequent nights and weekends as scheduled as well as some holidays
• Ability to work in an environment where the noise level can be moderate to high

ORGANIZATIONAL RELATIONSHIPS:

Reports to: General Manager

Supervises (if any):  Events & Rentals Assistant, and Overhire Rentals Employees

Supports: Development Team for on-site donor events and Zach Staff for company events

Peer collaboration/communicates with: All Departments

Some of the great benefits available to Zach Employees:

• Affordable Healthcare Coverage for Full-Time Employees and their Dependents
• Employer Paid Life and AD&D insurance
• Employer Paid Short and Long-Term Disability Insurance
• 401K Matching Program
• Vacation, Sick, and Personal Time
• Paid Holidays
• Free Parking
• Tickets to Mainstage and Family Series shows and enrollment in Camps/Classes

Zach Theater is committed to ensuring an equitable and inclusive workforce and we strive for a team that reflects Austin’s diverse culture. All applicants will receive consideration for employment without regard to race, creed, color, religion, national origin, sexual orientation, gender identity, disability, sex or age.  

No phone calls, please.