Facility Rentals & Special Events Manager
The Facility Rental & Special Events Manager is an important member of the Newport Art Museum’s management team. She/he is responsible for the marketing, scheduling, organizing, overseeing, and billing of the Newport Art Museum’s rental events, in addition to acting as the main liaison for Museum donor cultivation events and its two major summer fundraising events.
Occasional weekend and evening work will be required. This is a full-time salaried position with benefits and reporting to the Executive Director.
- Manage full life cycle of facility rental events that range from weddings and cocktail receptions to corporate meetings and art studio rentals, including initial inquiry, pre-production planning, on-site management, and post-event follow up
- Establish excellent relationships with event and meeting planners, hotel concierges, etc.
- Serve as primary point of contact for clients and event planners across various markets, responding to requests for information, including inquiries by phone, internet and in person
- Liaison with service providers and vendors to ensure successful events when applicable
- Collaborate with Museum marketing department to determine best content and placement for advertising, e-mail messaging and social media promotions
- Facilitate any and all pertinent documentation for private and internal events (Contracts, City Permits, Invoicing, and TULIP Insurance Certificates)
- Collaborate across Museum departments to develop best practices and streamlined processes for managing events, including smooth set up and take down of all events
- Secure contracts, deposits, payments, TULIP insurance, city permits when required, while making sure clients completely understand the Rules & Regulations of renting the museum’s historic venue.
- Be in attendance and on the premises from the loading in process through the duration of the event, including clean up and disposal ensuring the museum is returned to its pre-event state. Ensure that all agreed upon museum rules and regulations are strictly adhered to during the event.
- In collaboration with other Museum Department Directors, coordinate the scheduling of all Museum rental events paying careful attention to the Museum’s institutional calendar
- Enforce all Museum policies and regulations for Events
- Cultivate relationships with new and existing clients with an eye towards promoting repeat business
- Track and report on client progress and event status at team meetings
- Other duties as assigned
Minimum Qualifications Education and Training:
- Associate degree with a Bachelor’s degree from an accredited institution of higher education preferred
- Minimum three years’ experience in event planning in a hotel, convention center, non-profit organization, or corporate environment
- Working knowledge of food and beverage services is preferred
- Valid Driver’s License
Skills and Abilities:
- Highly organized with great attention to detail
- Ability to prioritize multiple projects with flexibility and resourcefulness
- High level of independent judgement, displaying an ability to understand and maintain the highest levels of confidentiality, courtesy and discretion
- Excellent interpersonal communication and problem-solving skills along with excellent and timely follow up
- Ability to speak intelligently and passionately about the Newport Art Museum to potential rental clients
- Ability to work collaboratively
- Strong communication skills and ability to work with different types of clients to determine overall expectations for events, as well as budgetary constraints
- Dedicated to ensuring all Museum artwork and property is protected during rental event set up, duration of event, and take down
- Experience with Microsoft Word and Excel
- Ability to lift 20 pounds
Please send a resume and 3 references to firstname.lastname@example.org with the subject line “Facility Rentals Manager.” The search will continue until a candidate is hired.
Equal Employment Opportunity
The Newport Art Museum is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by applicable federal, state or local laws.
Newport Art Museum seeks new instructors for its newly renovated studio school, specifically in fibers arts, clay, printmaking, design, and master-level courses in new and traditional media including painting and drawing. We have four seasonal terms, each broken into two-five week sessions with classes typically running from 9:30am – 12:30pm, 1pm – 4pm, and 6pm – 9pm. Workshops and weeklong intensives are scheduled according to the availability of the instructor.
- Propose and instruct five-week courses, single or multi-day workshops, or weeklong intensives in your medium of expertise
- Set up any required equipment and materials before each class
- Provide a course description, sample images, a syllabus, and supply lists for each offering
- Be available for all dates that you are teaching, and teach a make-up class in case of cancellations due to illness or inclement weather
- Help maintain tidy and clean studios and facilitate cleanup at the end of each class
- Contribute to an environment that is physically and emotionally safe for all
- Attend an annual instructors meeting
- If available, participate in occasional events such as an open house
- Previous teaching experience or proven excellence in communication and interpersonal skills appropriate for teaching
- Active studio practice with proven expertise in your medium
- Familiarity with the use and care of equipment related to your medium
- Experience developing art and/or design workshops and curricula for adult and/or teen audiences
- Competency and responsiveness with online communications including email and forms
- Willingness to share ongoing feedback about our spaces and classes
- Familiarity with health and safety procedures relating to your medium
- Social media savvy and willing to share information about their course offerings via their social networks
- (For clay instructor) Availability to open the School on select evenings, and to offer night courses from 6pm – 9pm as well as daytime classes
Compensation + Benefits
- Contracted instructors are typically paid after the last day of class
- Instructors who teach a minimum of two classes within a year are eligible for one free workshop or 5-week class; restrictions apply
- Opportunity to teach private lessons through our School
- Eligibility for free studio time
- Educator bio included in your course listings and mentions in our social media
How to Apply
Send your resume, cover letter, samples of your work or a link to your portfolio, and a sample lesson plan or syllabus to email@example.com with the subject line “Applicant – Instructor”
About the Museum
The Art Association of Newport, now the Newport Art Museum, was founded in 1912 on the belief that arts and culture have the power to bring diverse groups of individuals together, which ultimately promotes civic engagement and strengthens the social fabric of our communities. This core idea continues to inform our Museum’s direction today. To support these values, the Education department provides programming for all ages, including a year-round tuition based school, summer camps for children, extensive outreach offerings, a career prep program for high school students (MuSE), homeschool programs, public programs, school tours, and events.
Come join the dynamic curatorial team at the Newport Art Museum as we install new exhibitions, refresh galleries, and care for our collection. The Preparator is involved in all of the technical aspects of art handling with regard to installation and de-installation, art transport, packing/shipping, and storage of art objects under the direction of the Senior Curator, Curatorial Assistant, and Registrar. He/she assists with the maintenance of art storage and the framing room, and routine maintenance of Museum galleries. He/she plays an integral role in exhibition installation, preparing works of art for hanging, de-installing and returning or storing works of art, and preparing the galleries for new shows.
- Assists in all aspects of changing gallery space including patching and painting walls, building structures/mounts, and installing/deinstalling artwork.
- Completes all preparatory tasks for installing artwork including framing and unframing and sometimes matting.
- Assists Registrar and Curatorial Assistant to pack and unpack artwork on loan.
- Transports artwork locally.
- Assists with maintaining the appearance of exhibition space including changing light bulbs, dusting, cleaning plexi, paint touch-ups, prepping and cleaning pedestals and shelves.
- Assists with installing and attaching vinyl, wall text panels, and labels.
- Assists Registrar with maintenance of art storage including rehousing artworks, moving large artworks, and moving art from storage to galleries.
- Abides by all Museum policies and procedures.
- Knowledge of, and adherence to, museum standards for collection care, packing, crating, handling, installing, and housing artworks.
- Performs required administrative tasks in an accurate and timely manner.
- Works with other Museum staff to ensure smooth operation of the Museum’s programs and events. Represents the Museum with the highest level of integrity, professionalism, and enthusiasm and works positively with colleagues and the public.
- Knowledge of loss-prevention techniques is a plus.
- Knowledge or an eagerness to learn about new media installation is a plus.
Qualifications and Skills:
- A good problem-solver
- Knowledge of art handling practices and procedures
- Experience using power tools, ladders, and other large equipment
- Well organized, resourceful, and results-oriented
- Basic math skills
- Good communication skills
- Ability to follow directions and work in a supportive role
- Excellent time-management, planning, and teamwork skills
- Works well under pressure
Required Education and Experience:
- B.A. or B.F.A. in studio art, art history, or a related field
- A minimum of 2 years’ experience as a preparator in a gallery or museum
- Valid drivers license
Physical Demands and Work Environment:
- Work may be performed both indoors and outdoors throughout the campus as well as off-site locations
- Position may require standing for prolonged periods, walking, climbing, bending and stretching, and enough physical strength to lift and carry a minimum of 50 pounds unassisted
- Ability to climb ladders etc. in excess of 8 feet
This is a part-time position requiring availability during normal business hours and occasional nights and weekends, when needed.
Please send a cover letter and résumé to firstname.lastname@example.org with ‘Preparator’ in the email subject line. No phone calls please. The Newport Art Museum is an equal opportunity employer.