Event Planner

Overview

About The Thomas Jefferson Foundation

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored ticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

Event Planner

Purpose: The Event Planner is responsible for managing logistics for a portfolio of events at Monticello, the home of Thomas Jefferson. He/she will flawlessly execute events at a level consistent with the Monticello mission and brand, that will further Foundation-wide strategic, programmatic, and financial goals. The Event Planner ensures that each event they are responsible for delivers on its objective, whether financial and/or to support the mission of the Foundation.

• Will build and cultivate relationships with external clients and their planners, in order to sell event spaces at Monticello and encourage repeat business. External private events include but are not limited to weddings, social functions, lectures, and corporate retreats, that take place during daytime, evening and weekend hours.
• Guide the client and vendors to make decisions about the use of the venue space. Serve as the external client’s liaison to the Foundation’s events-supporting departments to ensure the event runs smoothly.
• As an integral member of the Events team, assist in the planning and execution of a range of private event rentals and TJF hosted events, with a focus on selling and managing our private event rentals program.
• Partner with internal stakeholders and project managers at the Foundation to provide strategic leadership and guidance on Monticello hosted events, including best practices on the overall event concept, planning, vendor management, and execution.
• Attendance at Signature events, including Founder’s Day in April, Cabinet Retreat in May, and July 4th, is mandatory for all members of the Events team.
• Provide planning and guidance on event needs, create working plans and checklists for client review and sign-off, and conduct necessary research regarding client specifications or donor needs.
• Select appropriate vendors and manage vendor relationships; create event operations plans, layouts, itineraries, and other planning tools.
• Develop client proposals, itineraries, contracts, collateral materials, and ensure clear communication of event plans to TJF departments (Gardens & Grounds, Buildings, Transportation, Guest Services, Reservations, etc.).
• Coordinate with clients’ hired planners to ensure logistics needs are anticipated and met; provide exceptional customer service to clients, guests, and partners.
• Deliver high end events and manage all related details; direct load-in and setup including audio-visual, tents, rentals, and catering, with minimal impact on the public visitor experience.
• Manage event onsite; address on-site issues to ensure smooth operations and a positive attendee experience.
• Prepare and manage event budgets, ensuring cost-effective solutions while maintaining high quality; initiate post-event debrief and notes for future events.
• Business Development: work with exclusive caterer and Special Events Operations Manager to manage private events rental program and assist with business development activities to increase rentals; lead the private event sales process and develop venue marketing materials in coordination with Marketing and exclusive caterer; assist with strategies for revenue generation; increase business by understanding groups that visit Charlottesville; proactively network with local and regional partners.
• Administration: manage budgets for events, track expenses, process vendor invoices, and coordinate invoicing with the Foundation’s accounting department; follow internal control policies and procedures.

• Ability to manage multiple projects at any…