Event and Venue Sales Manager, River Farm

Position Summary

AHS is seeking a highly motivated professional as the Rental Sales Manager (Manager) at River Farm to strategically build the venue rental business and oversee all aspects of River Farm’s venue rental activities. The ideal candidate will bring an entrepreneurial spirit and innovative approach along with exceptional attention to detail. The perfect candidate will have extensive experience in the catering, hospitality, or wedding sales industries to successfully manage the pre-sale, sale, and logistics of numerous weddings, social events, art shows, and corporate events. Flexible schedule; some evening and weekend hours required.

Reporting to the Managing Director, Property Operations, the Manager is responsible for generating revenue to support the operations of River Farm. Serving as a front-line representative and ambassador for River Farm and AHS, the Manager produces venue rental sales to meet budgeted revenue goals. Job priorities include booking events from venue tour prospects, impeccable event and contract management, and exemplary customer service. The Manager will be comfortable with hands-on coordination, overseeing evening and weekend tours and events as needed (not all months of the year), and hiring and supervising part-time event support staff. 

About The American Horticultural Society and River Farm

Founded in 1922, AHS is a national organization with 22,000 members. Our national programs include Lifelong Learning educational sessions, the Great American Gardeners Awards, the National Children & Youth Garden Symposium, a Travel Study program, and a Reciprocal Garden Network. The AHS website offers resources (www.ahsgardening.org) to individual gardeners, horticulturists, and other constituents. AHS maintains an active presence across multiple social media platforms.

The Society is headquartered at River Farm, a 26-acre property overlooking the Potomac River in Alexandria, VA. River Farm is a historic property that was owned at one time by George Washington. It offers formal gardens as well as acres of green space. River Farm is open to the public free of charge.

 Responsibilities

Sales and Business Development

·       Develop and implement strategies to promote the rental of River Farm to potential clients, including individuals, organizations, and businesses for weddings, meetings, parties, receptions, and film and news productions.

·       Proactively secure new rental customers through professional affiliations and referrals, advertisements, civic and business organizations, and networking events.

·       Cultivate relationships with event planners, wedding coordinators, and other industry professionals to generate leads and bookings and increase exposure for River Farm.

·       Attend local and regional wedding and event shows to generate sales.

·       Handle initial telephone and electronic inquiries within two business days, as well as WeddingPro (Wedding Wire/The Knot) referrals. 

·       Maintain relevant venue rental promotions on contracted online storefronts.   

·       Ensure promotional materials, social media campaigns, and website updates for the Rentals program in collaboration with the AHS Communications team.

·       Coordinate and execute profitable rotating art shows within the Manor House.

·       Meet and/or exceed sales goals.

Customer Service and Vendor Relationships

·       Work closely with clients to understand their event requirements, offering guidance and recommendations to ensure customer satisfaction and create memorable experiences. Steward clients and their event vendors throughout the working relationship. Propose ideas to provide optimal services and event experiences.

·       Conduct site tours for prospective clients, showcasing the history, unique features, and amenities of River Farm.

·       Create and conduct proposal presentations and proposal request responses.

·       Steward and meet with clients for additional walk-throughs to finalize event details.

·       Work closely with client’s event vendors – planners, caterers, florists, photographers, and wedding officiants – to establish relationships, ensure exceptional events, and solicit future referrals. 

Event Planning and Management

·       Negotiate terms and prepare rental contracts in a timely manner. Verify timely deposits and payments from clients with the AHS Finance Department. Coordinate event details with clients once the signed contract and deposit are received.

·       Maintain excellent record keeping.

·       Ensure AHS on-site supervision during events (personal or support staff) with the capability to proactively address any issues or concerns that arise.

·       Document customer interactions through CRM, forecasting pipelines.

·       Ensure compliance with insurance, legal, first aid, and health and safety obligations.

·       Conduct post-event evaluations. Provide event recaps to AHS leadership, along with operations, sales, and production suggestions.

·       Provide monthly reports detailing inquiries, prospects, tours, and bookings to management.

·       Provide support for other AHS events at River Farm, including the annual gala, Spring Garden Market, and donor cultivation activities.

 Facilities

·       Consistently monitor the physical appearance of all event spaces, both indoor and outdoor, and immediately report any problems to manager.

·       Coordinate and monitor the tent installation and take-down with tent and lighting vendors.

·       Coordinate custodial service schedules and cleaning supplies with supervisor.

·       Obtain fire marshal permits and schedule fire marshal visits as required.

Qualifications

The successful candidate will have the following attributes:

·       Proven track record (more than three years) of sales and management in event planning or hospitality management, with a focus on weddings, corporate, and special events.

·       Experience managing a rental venue, a plus.

·       Deep knowledge of and experience with social media for marketing.

·       Excellent communicator, negotiator, and strategic thinker. Strong verbal and written communication skills. Digital skills a plus.

·       Highly organized with the ability to pay extraordinary attention to detail.

·       Meticulous attention to creating, tracking, and documenting contractual agreements.

·       Exceptional customer service and strong interpersonal skills

·       Highly attentive in executing events with strict adherence to applicable policies and regulations.

·       Effective time-management skills and strong presentation skills.

·       Ability to manage part-time event staff and personally run events if other staff are not available.

·       Ability to schedule, monitor and manage multiple projects simultaneously and independently.

·       Fiscal management expertise to account for rental and art show transactions.

·       Experience with Microsoft Office, especially Excel, Raisers Edge or other CRM, and event venue software.

·       Professional, friendly, and positive temperament.

·       Ability to lift and/or move 45 pounds.

·       Bachelor’s degree or significant relevant experience.

The Rental Sales Manager is a full-time salaried position. AHS offers generous vacation, holidays, individual health, dental, vision, and 403b benefits. Salary will range from $50,000 to $55,000, commensurate with years of experience. The position is based at the AHS headquarters at River Farm in Alexandria, VA. While an on-site position, the position can be flexible in terms of each days’ hours due to mandatory evening and weekend responsibilities during the peak event seasons of the spring and fall.

Qualified candidates should email a resume and cover letter that describes your experience and interest to Caitlin Metzger at cmetzger@ahsgardening.org with the Subject Line: Rentals Manager. Please submit all materials in Adobe PDF or Microsoft Word only. Deadline for submitting materials is June 14. Applicants will be considered on a rolling basis and are encouraged to apply early.

AHS is an Equal Opportunity Employer. We value a diverse workforce and strongly encourage applicants of all backgrounds to apply, regardless of race, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity/expression, or disability.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.