Special Events Manager – Cal Performances (006292U) 54893

Special Events Manager – Cal Performances (006292U) 54893 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world’s leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

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Departmental Overview

Cal Performances is the performing arts presenting, commissioning and producing organization based at the University of California, Berkeley. The mission of Cal Performances is to produce and present performances of the highest artistic quality, enhanced by programs that explore compelling intersections of education and the performing arts. Cal Performances fulfills this mission by presenting, producing, and commissioning outstanding artists, both renowned and emerging, to serve the University and the broader public through performances and education and community programs.

Application Review Date

The First Review Date for this job is: July 3, 2023.

Responsibilities

Job Summary

As an integral member of Cal Performances’ development team, the Special Events Manager oversees a comprehensive annual program of 30-40 events each year, including behind-the-scenes events, intermission receptions, home concerts, donor dinners, open rehearsals, and Cal Performances’ annual gala. The position is responsible for effectively planning, organizing, and executing events of varying sizes and complexity, with a major focus on managing logistical elements such as caterers, vendors, facilities, A/V, awards, and rentals, as well as the creation of event timelines, invite lists, invitations, and other communications. This position works in a highly collaborative context and must excel at understanding and implementing the vision, objectives, and expectations of multiple internal and external stakeholders.

This position works closely with Cal Performances’ development team, artistic staff, and executive and artistic director to create events and experiences that build community, share our vision, strengthen relationships, and inspire philanthropy. This position must be adept at working in a fast-paced environment with multiple, evolving priorities, and must operate with thorough knowledge of University systems, policies, and procedures. The consequences of errors or oversights are extremely serious and can result in non-compliance with federal, state, and campus regulations. The incumbent is required to practice excellent judgment, interpersonal communication, and political acumen.

Scope

Under the direction of the Director, Individual Giving and Special Events and in close collaboration with team members across the institution, the Special Events Manager plans and executes a wide range of member and donor events in support of Cal Performances’ annual fundraising goals, including open rehearsals, member tours, receptions, private concerts, and cultivation and stewardship dinners. The Special Events Manager is responsible for coordinating all logistical aspects of the annual Cal Performances Gala.

Responsibilities

Event Planning and Coordination

Plans and manages an annual calendar of approximately 30 events of varying scales and complexity.
Consults with Cal Performances colleagues and other stakeholders on all details regarding all assigned events.
Plans, organizes, and coordinates all logistical and technical aspects of events, including investigating, securing, and contracting appropriate event locations, permits, and vendors; securing parking arrangements; placing orders and processing payments; arranging vendors and suppliers; determining and coordinating staffing needs; and arranging for and testing technology needs.
Oversees the design and production of special event awards for honorees when applicable.
Communicates frequently, promptly, clearly, completely, and succinctly with vendors, clients, colleagues, and customer support to develop and maintain good working relationships internally and externally.
Provides support for event speakers, donors, trustees, artists, campus partners, colleagues, and guests prior to, during, and after events..
This includes developing and presenting comprehensive staff schedules and program timelines, maintaining department and organizational calendars with important, updated information, as well as collaborating with departmental leadership on event briefings.
Acts as on-site logistical lead for all events, most of which take place on evenings or weekends.
Coordinates all post-event analysis through the creation and circulation of post-event feedback forms.
Demonstrates excellent judgment.
Troubleshoots proactively and resolves unexpected challenges quickly, making thoughtful, fiscally conscious decisions in a professional and timely manner.
Directly support the Special Events Committee in their fundraising efforts, and serve as the main communicator and organizer by setting meetings and agendas, recording and updating minutes, sending periodic communications, responding to committee member’s needs, and reaching out to less active members to increase their participation
Partner with the Director, Individual Giving and Special Events to set income and expense projections for the annual gala, monitor results, and adjust the model as needed.

Invitation and List Management

Oversees the timely creation and management of all event invitation lists.
Develops clear and consistent processes for list development, invite distribution, RSVP tracking, and record- keeping in Cal Performances’ database.
Solicits timely input from internal and external stakeholders in developing and managing invitation and attendance lists.
Exercises a high degree of political acumen in navigating tiered, exclusive, and VIP invitation lists.
Coordinates the drafting, approval, and distribution of all digital and print invitations, as well as related event communications and collateral. Follows up on RSVPS for pertinent event invitations.
Ensures that relevant event and constituent data is accurately and optimally tracked in the Tessitura and CADS databases.

Event Budgets and Spending

Analyzes historical event budgets and pursues opportunities for cost savings, without jeopardizing event objectives or audience expectations.
Negotiates rates with vendors prior to confirming all bookings and contracts.
Ensures events are executed within the allotted budget and that payments meet all deadlines.
Working in tandem with the Cal Performances’ finance office, receives and files all invoices, completes all campus-required financial forms and supporting documentation, and tracks expenses.
Serves as a primary Event Planner Card (EPC) holder for Cal Performances.
Assumes responsibility for authorizing use and reconciling expenses in compliance with University business policies.

Other Duties as Assigned

Embraces the principle of continuous learning and development by engaging in opportunities for training, workshops, seminars, and continuing education pertinent to the position or at the suggestion of the supervisor.
Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the development team and across Cal Performances..
As part of Cal Performances’ integrated fundraising team, participates regularly in the development department’s annual planning, goal-setting, and professional development.

In collaboration with Rental Services Coordinator, and Rental Events Managers, facilitates and advances recharge and community rental client receptions, small scale events, and artist engagement for Rental and Recharge events in the Cal Performances R&R department.
Creates and establishes set reception formats for clients ensuring smooth and consistent operations of their receptions and small scale (less than 50 invited guests) events.

Required Qualifications