Position Title: Event Operations Manager
Hours: 40 Hours per week
Position Category: Non-Exempt, Full time, Seasonal October 1^st through January 31^st
Reports to: Director of Events and Partnerships

POSITION SUMMARY:

The Event Operations Manager at the Conservatory of Flowers reports directly to the Director of Events and Partnerships and is responsible for developing and overseeing processes which support smooth event operations. Duties include managing all hiring, onboarding and scheduling of part-time event staff, managing all event department equipment, administering all event policies and procedures, and run point for all Conservatory large-scale internal events. The Event Operations Manager will work collaboratively with the Director of Events and Partnerships, the Senior Manager of Event Sales and Partnerships, the Public Event Producer, the Private Event Manager, other department staff members, and a bench of part-time event staff.

RESPONSIBILITIES:

EVENT STAFFING (45% of the time)

• In collaboration with the Director of Events and Partnerships and the Director of Operations ensure a robust part time event team is maintained while ensuring hiring practices follow company-wide policies. The Event Operations Manager will do so by:
  • Overseeing all hiring, including posting job listings, recruiting, conducting phone screens and scheduling onsite interviews.
  • Initiating and overseeing onboarding including conducting an initial orientation shift
  • Scheduling of all part-time staff
  • Approving payroll
  • Assisting with trainings as needed
• In collaboration with the Private Event Manager and the Public Events Producer, the Event Operations Manager will be main point of contact with security including scheduling staffing for all events

EVENT EQUIPMENT MANAGEMENT (20% of the time)

• Complete ongoing research for equipment that serves organizational needs
• Research best equipment for Events Department needs
• Order and track all new Event Department equipment
• Manage event equipment inventory and maintenance plan including procuring necessary supplies for equipment usage
• Manage and maintain event equipment storage plan

EVENT OPERATIONS ADMINISTRATION (15% of the time)

• Collaborate with the Director of Operations to ensure event operations practices follow company-wide policies
• Keep up to date events staff Policy and Procedures manual with detailed guidelines and instructions
• Ensure adherence to COF Permit Policy that includes:
  • Communicating with event colleagues regarding permit needs
  • Maintaining records of all needed permits and filing deadlines
  • Liaise with the Fire Department for occupancy requirements

EVENT MANAGEMENT (15% of the time)

• Manage Conservatory of Flowers internal events and meetings including:
  • Advisory Council meetings
  • All-staff development trainings
  • All-staff meetings
  • Member Party and Volunteer Party event logistics
  • General other internal events and meetings as they arise
• Manage San Francisco Parks Alliance events when hosted at the Conservatory of Flowers
• Manage San Francisco Recreation and Parks events when hosted at the Conservatory of Flowers

Responsibilities for the above include:

• Being main contact for the event
• Maintaining event calendar and notes
• Creating overall event plan and internal strategies
• Creating event maps
• Creating necessary signage
• Staffing event
• Overseeing set-up and breakdown
• Overseeing vendor management
• Overseeing general event

TEAM SUPPORT (5% of the time)

• Fill in for the Assistant Events Producer as needed
• Support private and public events as needed.
• General assistance as needed

QUALIFICATIONS

• Bachelor’s Degree in Human Resources or Event Management is preferred; Professional Event and Meeting Planning Certificate (desired).
• At least three years of experience in project management, staff hiring, and event production.
• Hyper-organized with demonstrated track record of excellent time management and project management.
• Creative with the ability to professionally and patiently manage the unexpected.
• Team player with strong interpersonal skills including experience building and maintaining relationships with colleagues, external clients and sponsors.
• Excellent written and verbal communication skills.
• Proficient in MS Office Suite, experience working with CRM databases; Salesforce experience strongly desired. Pardot experience desired.
• Ability to lift 40 pounds.
• Enthusiastic, positive and passionate about Events at the Conservatory of Flowers; thirst for learning and a sense of humor is essential!

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply. Please send cover letter and resume to jobs(at)sfcof.org

Position Title: Event Crew
Hours: 0-29 Hours Per Week
Position Category: Non-Exempt, Part-time, Seasonal
Pay Rate: $17 per hour
Reports to: Private Events Manager and Public Events Producer

POSITION SUMMARY:
Event Crew report directly to the Private Events Manager and Public Events Producer to support day of execution of all events taking place at the Conservatory of Flowers. Event Crew work closely with the Private Events Manager, Public Events Producer and Event Lead to execute set up, break down, waste management and ensure a safe event for all guests and the Conservatory itself.

RESPONSIBILITIES

• Set up and break down of events, including but not limited to furniture, barricades, tenting, signage, décor
• Cleaning before, during and after each event, including but not limited to sweeping, mopping, window washing, bathroom upkeep, spot cleaning and facility maintenance
• Assist with flow of guests around venue including crowd control
• Manage waste during public events; bussing and sorting trash as needed
• Monitor vehicle operations on property; spotting during load in and load out
• Monitor venue perimeter to ensure guests enjoy a private and safe event
• Ensure venue is left with no trace of event and is fully ready for daytime operations after event
• Act as a warm and accommodating host to guests and vendors
• Work cooperatively with other Conservatory teams, Recreation & Parks staff and volunteers

QUALIFICATIONS

• 1-2 years’ experience working events, with focus in set up and break down
• Able to lift at least 40lbs
• Able to stand for at least 4 hours
• Able to stay calm and professional under pressure
• Able to work outdoors at night in varying elements
• Available to work Fridays, Saturdays, as well as some Sundays, weekday afternoon and evenings
• Enthusiastic, positive and passionate about events; thirst for learning and sense of humor essential

To apply, send resume to [email protected].

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply.

Position Title: Event Ambassador
Hours: 0-29 Hours Per Week
Position Category: Non-Exempt, Part-time, Seasonal
Pay Rate: $16 per hour
Reports to: Public Events Producer

POSITION SUMMARY:

Event Ambassadors report directly to the Public Events Producer to support box office operations and guest flow at all public events taking place at the Conservatory of Flowers. Event Ambassadors work closely with the Public Events Producer and Operations Lead to provide superior levels of customer service. Must be available to work all upcoming Botanicals & Brews (6/21, 7/19, 8/16, 9/20, 10/18, 11/15), as well as attend trainings.

RESPONSIBILITIES

• Set up and strike event equipment including tables, chairs, stanchions and box office material
• Act as a warm and accommodating host to guests and vendors
• Handle guest admittance via ticket scanner in a professional and friendly manner, making the most of each interaction with genuine enthusiasm
• Field guest inquiries regarding the event and the Conservatory of Flowers in a friendly and helpful manner
• Assist with flow of guests into the Conservatory of Flowers including crowd control
• Maintain an accurate headcount of guests inside the Conservatory by using a handheld counter
• Follow COF safety rules, exercises and carry out all emergency procedures.
• Perform side duties as assigned to support event execution.
• Ensure venue is left with no trace of event and is fully ready for daytime operations after event
• Work cooperatively with other Conservatory teams, Recreation & Parks staff and volunteers

QUALIFICATIONS

• 1-2 years’ experience working events and or customer service
• Able to lift at least 20lbs
• Able to stand for at least 4 hours
• Able to stay calm and professional under pressure
• Able to work outdoors at night in varying elements
• Available to work 6/21, 7/19,8/16,9/20,10/18,11/15
• Enthusiastic, positive and passionate about events; thirst for learning and sense of humor essential

To apply, send resume to [email protected].

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply.

Position Title: Event Lead
Hours: 0-29 Hours Per Week
Position Category: Non-Exempt, Part-time, Permanent
Reports to: Private Events Manager and Public Events Producer

POSITION SUMMARY:

Event Leads report directly to the Private Events Manager and Public Events Producer and help lead the execution of all events taking place at the Conservatory of Flowers. Event Leads work in tandem with Event Crew, Private Events Manager, Public Events Producer and vendors to facilitate safe set up, break down and event timeline. Event Leads are accountable for a safe load in and out and for a National, State and Local Landmark being secured, left with no trace of event.

RESPONSIBILITIES

Event and Team Coordination

• Independently lead low-risk events (no food or beverage, less than 100 guests, small footprint)
• Work collaboratively with the Guest Services team to ensure a smooth transition from public daytime operations to event operations
• Monitor event, escalating critical issues appropriately to the Event Manager as they arise
• Facilitate Event Crew in the execution of event timelines including administering breaks
• Manage flow of guests around venue, anticipating and resolving crowd control issues
• Record and report any issues which arise during load out
• Ensure all staff leave safely at the end of each shift
• Assist Event Crew with set up and break down as needed; focusing on technical and sensitive equipment

Vendor Coordination

• Greet vendors upon arrival, ensuring they have what they need and treat the Conservatory property with respect
• Oversee vehicle operations on the property for load in and load out
• Professionally and kindly enforce venue policies and contracted time restrictions
• Conduct end of event walkthrough with vendors ensuring they leave no trace of event
• Proactively partner with SF Fire Department and Security officials to ensure safe event

Facility Operations

• Operate house sound, lighting and heating
• Troubleshoot facility issues as they arise
• Ensure inventory is properly stored at end of event and venue is fully ready for daytime operations

QUALIFICATIONS

In addition to the standard qualifications of Event Staff, Event Leads must:

• 1-2 years of experience working events
• Available to work 2-3 Conservatory events per week during high season of June-January
• Ability to take the lead in stressful situations and proactively troubleshoot problems independently
• Ability to lift up to 40lbs
• Ability to professionally enforce Conservatory’s policies and an ability in high-pressure situations
• Ability to work with a variety of different personalities and cultures
• Ability to delegate tasks respectfully and efficiently
• Able to work outdoors at night in varying elements
• Enthusiastic, positive and passionate about events; thirst for learning and sense of humor essential

To apply, send resume and cover letter to jobs(at)sfcof.org

Position Title:  Assistant Event Producer (Seasonal)
Hours: 40+ hours a week
Position Category: Non-Exempt, Full time, Seasonal October 1^st through January 31^st
Reports to: Public Events Producer

POSITION SUMMARY:

The Assistant Event Producer at the Conservatory of Flowers reports directly to the Public Events Producer and the Director of Events and Partnerships. The following reflects the Conservatory of Flowers’ definition of essential functions for this position but does not restrict the tasks that may be assigned. The Conservatory of Flowers may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other needs. The Assistant Events Producer will share in the responsibility of coordinating events with the Public Events Producer. This position is expected to work alongside all other COF departments and partners to ensure seamless event management and execution – with an expertise in implementing the overall creative, technical and logistical elements that help an event succeed.  In coordination with the Public Events Producer, the Assistant Events Producer will maintain oversight and quality control over all elements of event production. This position participates in the management of a part time event team that execute events in a variety of roles.

RESPONSIBILITIES:

Event Production (70% of time)

• Onsite lead for all aspects of production during events
• Works cross-functionally with the Events, Marketing, Operations and Education teams to ensure each event is implemented seamlessly and Conservatory’s vision is met
• Anticipates project needs, troubleshoots and proactively provides solutions under high-pressure circumstances
• Gathers and analyzes event data to identify opportunities and make recommendations for continual improvement
• Provide administrative support including data entry, phones calls, emails, ordering supplies, etc.
• Lead or support ongoing debriefing and data collection to ensure operations continually improve over the course of events
• Work with the Public Events Producer on equipment storage plans and maintenance
• Collect client information as requested by Public Events Producer
• Create event floor plans based on client or Public Event Producer specifications
• Create and install event signage and wayfinding materials
• Assist with moving chairs, signs, and other light equipment as needed.
• Monitor third party vendors and their compliance with the Conservatory’s facility use guidelines including electrical, insurance, license and permit requirements; facilitate vendors load-in/out.
• Serve as point person for Security on the day of event, as needed
• Serve as a representative of the Conservatory and engage in some public speaking at events to welcome visitors and introduce the Conservatory of Flowers
• Schedule Uber rides, staff meals, issue payments, and other similar duties as needed
• Conduct pre-brief or debrief with staff and contractors as instructed by the Public Events Producer
• Work with Public Event Producer on the creation of debrief material and data analysis post-event
• Support Public Events Producer post-event as needed
• Other duties as assigned

Partner Management (20% of time)

• Work with all external vendors and partners to ensure all logistical needs for each event are understood and met; including but not limited to food and beverage partners, security, AV and entertainment
• As needed, identify necessary vendor / partner support; source and manage accordingly
• Build solid and reciprocal relationships with partners and vendors

Staffing (10% of time)

• Participate in or lead trainings for part time staff, managing quality of service delivery during each event
• Assists in ongoing coaching and development of Event Leads during event execution
• Fosters trust and open/honest communication with the internal team and partners

Qualifications:

• Availability and willingness to work extended hours, including nights, weekends, holidays and be on-call as necessary.
• Well-developed project management skills
• At least 3 years demonstrated track record of leading large-scale ticketed event production
• Experience in the supervision and management of event teams of 20 or more
• Expertise in evaluating events for groups of 500 people (or more)
• Ability to work independently without supervision, be self-directed and demonstrate initiative
• Ability to work collaboratively with others for whom you have no direct supervisory authority
• Team player with proven ability to work collaboratively within complex organizations as well as build relationships with external constituencies
• Highly organized with attention to detail
• Ability to multitask and prioritize responsibilities
• Hands-on, energetic leader; sense of humor essential!

To apply, send resume and cover letter to jobs(at)sfcof.org

Position Title: Engagement Representative
Hours: Up to 29 Hours per week
Position Category: Non-Exempt, Temporary, Part-Time
Pay Rate: $17.00 per hour
Reports to: Manager of Engagement

POSITION SUMMARY:

As an employee of San Francisco Parks Alliance and under the direction of the Engagement Manager, the Night Bloom Engagement Representative provides a welcoming environment and rewarding learning experience to Conservatory visitors during the upcoming Night Bloom after-hours event.

RESPONSIBILITIES:

• Greet guests & facilitate conversations about the Conservatory and its tropical plant collection, including relaying historical and botanical facts.
• Support engagement-related event operations, such as placing and maintaining educational signs.
• Follow Conservatory of Flowers safety rules, exercises, and carry out all emergency procedures.
• Other duties as assigned.

QUALIFICATIONS:

• Applicants must have strong customer service and visitor engagement skills.
• Have an interest in learning about tropical plants and sharing that information through friendly conversations with event guests.
• Experience with informal education (i.e. as a docent, interpretation station volunteer) preferred but not required.
• Ability to work in a warm and humid greenhouse with dynamic lighting and sound.
• Able to stand for at least 3 hours.
• Availability for 2-4 shifts weekly, 4 pm – 11 pm, November 22^nd 2019- January 5^th 2020. (No event 11/28, 12/24, 12/25, 12/31 or 1/1.)
• Availability to attend afternoon/evening trainings during the range of November 12-20^th.

HOW TO APPLY

Please email applications to jobs(at)sfcof.org with the subject “Engagement Representative Application” including the following:

• Resume detailing relevant professional experience, volunteer work, and education
• Cover letter describing your interest in this position and related skills