Colorado Nonprofit Association

Event Manager

 At the Colorado
Railroad Museum, we believe there’s something amazing about trains. We work
hard every day to create extraordinary opportunities for learning in a fun and
interactive environment. We also work hard to engage members, donors and
supporters at all levels and from all walks of life in the work of the museum.
To accomplish these goals, we bring together a dynamic team of talented
individuals, both paid and volunteer, whose passions range from locomotive
restoration to exhibit design, to developing engaging programs to offering only
the best in customer service and the guest experience. We offer a comprehensive
benefits package for full-time employees, competitive wages, and a supporting,
fun and rewarding work environment.  

The Colorado Railroad Museum seeks a friendly, creative, and
organized individual to oversee its portfolio of annual events. From THE POLAR
EXPRESS™ Train Ride and Day Out With Thomas™ to one- and two-day themed events,
the Museum’s Events Manager oversees event design, layout, setup/teardown,
vendor contracting, and event operations, coordinating with a team of paid and
volunteer staff who carry out much of the actual work. This individual is part
of the Management Team and establishes event staffing levels, and working
together with the Museum’s Volunteer Coordinator, creates position descriptions
and assists with recruitment for volunteers who support and staff each event.
In coordination with the Museum’s contracted facility rental vendor, the Events
Manager also ensures private rental events are planned, supported and staffed
for success. 

Position: Event Manager
Schedule: Full-time, 40 hours/week, schedule varies per Museum needs
Salary Range: $57,000 to $60,000/year  

Benefits:
Paid vacation and sick leave. Full
medical, dental, and vision. 401(k) match. 

Reports
to: Director of Operations

Responsibilities and Essential Functions: Events  

• Collaborates with team members on
  planning and implementing Museum events and cultural celebrations ranging
  from receptions, fundraisers, and educational programs.  
• Works with Volunteer Manager to
  recruit and schedule volunteers for all events. 
• Schedule and work with food vendors
  for large events, arrange catering, when necessary, for certain events. 
• Assure necessary supplies have been
  procured to support event needs. 
• Works with Director of Operations to
  schedule private events, filming gigs and Museum space rentals. 
• Works with museum partners on events
  planned at the Museum. 
• Is responsible for set-up and tear
  down of all events.  
• Creates a Museum process for events
  from concept, training, pre-production, purchase orders, event day,
  post-production, invoicing and analysis. 
• Manages submission process for event
  permits, licensing, and certification. 
• Oversees timely processing of
  program logistics, including soliciting and negotiating with contract
  rates and terms for venues, vendors for services such as transportation, entertainment
  agreements, signage, displays, ADA special needs, and others as needed. 
• Assists Finance Team with budget and
  budget revision planning, tracking, check processing, reconciliations, and
  annual audit as it pertains to events. 
• Maintains calendar and documentation
  of Museum and private events. Communicates upcoming needs to staff
  regarding events. 
• Builds and adheres to an event
  budget to avoid project overruns. 
• Works with Director Education to
  engage a growing high-quality roster of family-focused performers,
  educators, and partners to augment event programming with a focus on
  education.  
• Work with the Polar Express production
  team to coordinate the Polar Express Train Ride. 
• Work with Mattel to plan and execute
  all aspects of Day Out With Thomas. 

· Other duties as assigned 

Job Requirements 

· Ability to communicate with guests and
co-workers in a direct, respectful and confident manner. 

· Takes initiative in problem solving situations
and works well independently. 

· Ability to lead an on-going group of volunteers
in a way that supports them and keeps them focused and engaged. 

· Ability to adjust to shifting job duties,
responsibilities and priorities. 

· College degree, preferably BA in Business or
Hospitality Management or other related field OR a significant amount of
experience in event planning and coordination. 

· Has completed TIPS Certification OR will
complete training shortly after hiring date. 

Physical Demands 

The physical demands described here are representative of
those that must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.  

• Ability
  to move, transport, position, load, unload and set up materials and
  equipment (up to 50 lbs).  
• Ability
  to climb stairs and negotiate ladders 
• The
  ability to stay on one’s feet for extended periods of time, including
  extensive walking  
• While
  performing the duties of this job, the employee is required to move about
  the Museum and communicate with guests, including young children. 

Additional Information 

· This position is
subject to a probationary period not to exceed six months. 

· Minimum age: 21 

· The Colorado Railroad
Museum is an at-will employer. 

The Colorado Railroad Museum is an equal
opportunity employer. The Museum is dedicated to the goal of building a
culturally diverse staff committed to serving the needs of all our visitors and
we encourage applications from individuals of all backgrounds.