Facility Rental and Events Manager

Right now, we are building something extraordinary in Seattle: an exceptional botanic garden organization that brings together the unique strengths of the Arboretum Foundation (AF) and the University of Washington Botanic Gardens (UWBG). We are joining forces to become a destination garden, exemplifying leadership in scientific research, public engagement, and inclusive access. Our vision is to be a home for discovery, a force for sustainability, and a gateway to wonder. In every visit and through every season, we’ll help people of all ages meaningfully connect with the living world of plants and how they shape our lives and our shared future.

The Arboretum Foundation, in partnership with the University of Washington Botanic Gardens, seeks a results-driven Facility Rental and Events Manager to oversee event rentals and grow our public event initiatives. The Facility Rental and Events Manager is responsible for leading the strategy, sales pipeline, and execution of all public and private events for a diverse range of indoor and outdoor spaces at the Center for Urban Horticulture (CUH) and the Washington Park Arboretum (WPA). This role will operate across both UW Botanic Gardens and the Arboretum Foundation, overseeing events and staff at both UWBG and AF and collaborating across multiple teams as we unify our operations under a single umbrella. As a nonprofit public garden, rental revenue is essential to supporting our programs in education, stewardship, plant conservation and public engagement. This role will oversee execution of over 800 events annually, including private weddings, memorials, conferences and large public events such as Howl-O-Ween, Winter Solstice, Valentine luminary walks, and more. The Events Manager will manage a high-volume of events seasonally, providing concierge-level service to and retention of clients while collaborating with Marketing and Communications staff to creatively showcase our garden spaces for the benefit of the public.

This is a wonderful opportunity for a seasoned professional with a proven track record in strategic event planning, coordination, and execution, collaboration, team leadership, financial management, and marketing strategy to help develop the facility rental and events strategy for our transformed botanic garden organization. The Facility Rental and Events Manager will have experience managing a diverse portfolio of events and staff, enhancing organizational visibility, and developing and maintaining partnerships. The ideal candidate is a creative and strategic leader who brings a robust network of vendors, corporations, sponsors, and local/regional partners to help the gardens achieve success in revenue generation and community engagement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Facility Rental and Private Event Management 

• Oversee marketing and sales operations for multiple venue sites (indoor and outdoor), managing logistics for over 800 annual events, including private and public events, exhibits, and conferences.
• Oversee facility scheduling for both academic needs of UW faculty and garden events. Manage reservation calendars and balance optimization of venue utilization and revenue needs with the garden’s community-centered goals and UW academic needs. 
• Ensure that all events are safe, compliant with organizational policies and governing regulations, client-centered and financially successful.
• Serve as senior point of contact for clients and produced events, ensuring concierge-level service and retention; provide on-site leadership for complex, high-profile events (including nights/weekends/holidays as needed).
• Oversee the comprehensive management of the CRM system (Mazevo) including data entry, maintenance, training, and establishing best practices, as well as monitoring sales performance.
• As needed, support audiovisual (AV) and equipment setup and tear down for events and meeting spaces including projectors, microphones, speakers, computers, tables, chairs, etc.
• Oversee contracting for event rental, ensuring accurate and appropriate pricing and risk terms.
• Coordinate and collaborate with internal and external vendors; negotiate and approve service provider agreements.
• Collect post-event feedback; verify service orders and complete close out documentation and invoicing.

Public Events, Communications, and Advancement Support

• Collaborate with Advancement, Communications, and Public Outreach staff to develop comprehensive programming, strategies, and implementation of public and fundraising events catering to diverse audiences and stakeholders. 
• Align events with organizational objectives, including enhanced community engagement, strategic relationship-building, audience expansion, attendance, revenue generation, and earned media opportunities.

Team Development and Supervision

• Recruit, train, and manage a diverse team of 15+ event planners, reservations specialists, tour guides, AV tech support staff, and on-site event personnel while working seamlessly with other operations teams.
• Lead regular team meetings and post-event debriefs to review event plans, assign tasks, and address any issues. 
• Conduct one-on-one meetings with 5+ direct reports to support professional development, ensure alignment on goals, and address performance or operational needs.
• Supervise union and non-union staff, working in close coordination with HR and labor relations teams to ensure compliance with relevant employment agreements.
• Develop and execute seasonal staffing plan: oversee hiring, training, and management of seasonal event support team.
• Design and deliver comprehensive onboarding and ongoing training programs for all event staff, ensuring consistency in customer service, safety, and operational procedures.
• Foster a high-performing service-oriented team culture that prioritizes inclusion, authenticity, collaboration, communication, and continuous learning.

Strategic Planning, Analysis, and Transition Planning

• Lead the venue rental strategy to drive revenue growth across all rentable spaces, while supporting the garden’s community-centered goals and UW academic needs.
• Build and maintain a proactive prospecting plan to identify and pursue new business opportunities and partnerships to increase venue bookings.
• Build the annual facility rental revenue plan and expense budget. 
• Manage multiple budgets, including expenditure tracking and identifying cost-saving opportunities.
• Conduct an annual competitive analysis for event venue rates, packages, and audience offerings across peer institutions and private venues; integrate findings into pricing strategies and marketing materials.
• Develop competitive rate tables for event spaces, tour products, add-on items, and public special events.
• Analyze key performance data, including revenue, cost-per-event, and client retention, to evaluate profitability and inform strategic decision-making.
• Work with Event staff to develop and execute an operational transition plan for event rentals as the team prepares to shift operations from UW to AF.

Policy and Procedure Compliance

• Develop, implement, and maintain comprehensive policies and procedures for facility rental and event services.
• Review and approve event layouts for safety, ADA, and operational feasibility; coordinate required permits and inspections. Ensure events meet contractual, insurance and permitting requirements.
• Respond to safety incidents and escalate appropriately, partner with security and safety partners on incident prevention and response, support adherence to emergency action plans.
• Partner with security and safety partners, including UW Environmental Health and Safety and Seattle Parks and Recreation.

DESIRED SKILLS

• Strong business and sales acumen: prospecting, pipeline management, negotiation, and closing.
• Financial literacy: pricing, budgeting, forecasting, and P&L accountability.
• Skilled communicator and relationship builder; calm, solutions-oriented manager under pressure. Strong interpersonal skills, with the ability to communicate effectively both written and verbally and work well with people from diverse backgrounds.
• Proficiency with venue management/CRM platforms (Mazevo), CAD/diagramming tools, and standard office software, including Macs and PCs, Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint, Teams, Planner and SharePoint), and Zoom.

DESIRED EXPERIENCE

• Bachelor’s degree in event management, hospitality, development, public relations, business administration OR equivalent combination of education and professional work experience.  
• A minimum of five years' experience in project management, event management, hospitality, or a related field, to include two years of experience managing events for large and diverse audiences, (e.g. fundraising dinners, public lectures, receptions) OR equivalent combination of education and experience.
• At least two years of people leadership of seasonal and permanent employees that are public facing and mission focused. Experience with change management or organizational transitions is beneficial.
• Demonstrated success delivering events ranging from small weddings to large attendee festivals. Expert event planning and production skills (diagrams, timelines, vendor management, crowd flow, parking/traffic).
• Experience working in public garden organizations, the non-profit sector, hospitality or tourism.

OTHER REQUIREMENTS

• This position is based at Graham Visitor Center, which is a three-story building without an elevator. The role requires the ability to lift heavy objects (up to 40 lbs), drive an electric cart, and climb stairs to access office equipment, kitchen area and work stations.
• Transportation between sites required beginning as early as 6AM and as late as 1AM.
• The candidate selected must have a valid Washington state driver’s license, access to personal transportation, and willingness to travel when necessary (local travel only).

BENEFITS

• Generous paid vacation, sick time and holidays 
• Medical, dental, and vision
• Matching retirement contribution
• Office located in the heart of a beautiful park!

TO APPLY

Please electronically send application materials, including resume and cover letter, to the Arboretum Foundation: jobs@arboretumfoundation.org. Please, no calls or in-person visits without an appointment. Position open until filled, with a priority deadline of December 15.