Museum Events Coordinator

The Great Smoky Mountains Heritage Center is a history museum and cultural center located in Townsend, Tennessee. The Events Coordinator is responsible for events planning and execution. Job requires irregular work schedule, including holidays, late evenings, early mornings, and weekends as needed. This position description is not all inclusive of every duty that may be assigned to the incumbent. Candidate must be intuitive and flexible as unexpected situations arise.

Major Responsibilities: Festivals/Events

• Plan and execute multiple yearly events: festivals, concerts, membership/donor/volunteer recognition events and fundraising events.
• Collaborate with relevant teams to improve current, and create new festivals and events.
• Develop budgets, monitor spending, and prepare a final financial report for each event.
• Develop a logistics plan for each event including contracted services, e.g. caterers, tents, tables/chairs, demonstrators, or entertainers specific to that event. Develop site plans for vendors, tables, tents, etc.
• Coordinate workshops/classes (e.g. fiber classes, herbal medicine classes) to accompany each festival/event.
• Coordinate marketing/publicity for festivals/events, including all media packages, with appropriate staff and contractors.
• Manage on-line ticketing software for admissions, tours, special events, festivals, and concerts. Provide ticket sales reports to teams as needed.
• Update the Heritage Center website with current information on upcoming events, fundraising appeals, and relevant announcements.
• Coordinate/create social media posts. Use customer-focused email content to communicate important information to our members, supporters, and guests.
• Participate in the development of fundraising initiatives with the Executive Director, Board of Directors, and marketing staff.
• Concerts:
  • Book musical acts related to the Heritage Center’s mission and keep within established budgets.
  • Coordinate sound and lighting requirements
  • Oversee concessions operations, e.g. purchase supplies, and schedule staff/volunteers
  • Prepare “green room” space for acts based on their contract terms.
• Fundraising events
  • Assist in executing at least one major fundraising event per year.
  • Prepare and monitor budgets, publicity, sponsor recognition, etc.
• Gift Shop:
  • Work with other staff to stock gift shop merchandise.
  • Maintain Point of Sale system and relevant reports
  • Perform annual inventory.
• Facilities:
  • Arrange for routine maintenance of infrastructure systems (HVAC, elevators, septic, alarm system, etc.).