Maryland Zoo is an EEO Employer - M/F/Disability/Protected Veteran Status
General
Summary: The Rentals and Events Manager will drive
revenue growth through sales, coordination, and execution of weddings, social rentals,
and large-scale events at the Zoo. This role actively fosters and manages
client relationships to optimize bookings, deliver amazing guest experiences,
and position the Zoo as a primary event destination.
The major responsibility
of the Manager is to oversee all planning from initial inquiry and contract
negotiation through on-site event management and post-event follow-up. They
also assist in managing a small team to ensure seamless operations, consistent
communication, and outstanding service across all events. The Rentals and
Events Manager will serve as the on-site lead for clients, vendors, and Zoo
staff to ensure that every event meets the Zoo's standards of excellence. Additionally,
the Rentals and Events Manager will support the Zoo’s broader mission to save
wildlife and protect wild places and contribute to its environmental, social,
governance sustainability, conservation, education, and DEAI (Diversity,
Equity, Accessibility, and Inclusion) goals.
Please Note: This position will be available starting March 2, 2026.
Essential
Functions:
Primary
Functions:
- Lead and manage the sales
process for weddings, social rentals, and large-scale events, including
responding to inquiries, conducting site tours, preparing contracts, and
securing bookings to meet or exceed revenue goals.
- Build and maintain strong
relationships with clients, vendors, and community partners to drive repeat
business and positive referrals.
- Oversee the planning,
coordination, and execution of all rental and Zoo-hosted events, ensuring
exceptional guest experiences from contract signing through post-event
follow-up.
- Perform event setup and
breakdown, assist with onsite oversight and execution on event days, including
guest check-in, directional support, volunteer deployment, merchandise sales,
beverage pouring, etc.;
- Assist in managing and
mentoring a small events team, guiding client communication, event execution,
and customer service best practices.
- Collaborate with the
marketing team to promote event offerings, increase wedding and rental
bookings, and enhance the Zoo’s reputation as a premier event destination.
- Communicate with outside
contractors regarding event setup details, mail confirmation packages, confirm
and coordinate the arrival of vendors and sponsors for events, monitor setup
and ensure their needs are met throughout the event;
- Maintain accurate and
organized records, contracts, and client information in the CRM system,
ensuring timely invoicing and payment tracking.
- Respond to event-related inquiries, assist guests with
scheduling tickets, send out confirmation emails, and reschedule tickets as
needed;
- Responsible for digitizing and organizing past and current
department files, data entry for vendor information, and CRM data entry and
database cleanup;
- Plan, coordinate and attend off-site marketing events and street
teams to increase event ticket sales and foster awareness;
- Identify
new opportunities for revenue growth, process improvements, and enhanced client
satisfaction across all event types.
- Assist in the development
of partnerships with community organizations with the goal of both broadening
the Zoo’s reach within the community and also making rentals and event
offerings diverse, accessible, equitable and inclusive;
- Create and send
post-event reports and client follow-ups to assess event success, gather
feedback, and identify opportunities for repeat business.
- Support the
identification and growth of on-site event assets and rental opportunities to
enhance client experiences and generate additional revenue.
- Responsible
for maintaining and organizing department supplies, including linens and
laundry, utensils and dishes, glassware, giveaways, prizes, etc.;
- Responsible for compiling agenda for weekly department
meetings;
- Responsible for review of
department web pages every month;
- Assist with Ravens event days and sales on Ravens Walk;
- Provide administrative
support to achieve department revenue goals;
- Use sound judgment and
report incidents to management or security, as needed;
- Facilitate and support
events for other Zoo departments, including education and animal;
- Assist other departments as needed for cross-utilization of
skills and manpower;
- Work
collaboratively with other departments to create necessary event collateral
such as posters, banners, and handbills for internal and external promotion of
the Zoo’s events;
- Perform other duties as
assigned; and,
- Adhere to all policies
and procedures of the Zoo.
Communication
(Internal and External):
- Responsible for meeting
with departments throughout the Zoo and coordinating their efforts in relation
to development activities;
- Manage and update event
pages on the Zoo’s website; and,
- Communicate with various
Zoo managers on event days to ensure coordination of efforts;
Management
of Resources (Financial, Human Resources, Facilities):
- Responsible for Altru
data input, data ownership, and accuracy;
- Required to maintain
confidentiality of all collected personal and financial information;
- Collaborate with the
Volunteer Department to assign volunteer roles for special events; and,
- Fiduciary
responsibilities include ticket sales, cash handling, selling inventory at
festivals and events, verifying department invoices, and approving purchase
orders as needed.
Minimum
Qualifications:
Education:
- Bachelor’s degree
preferred.
Experience/Training:
- Minimum one year of
direct experience coordinating weddings, social rentals, and large-scale
events; experience with client relations and vendor management preferred.
- Minimum of two years of
customer service experience required;
- Proficiency with
Microsoft Office software, including Microsoft Outlook, Excel, and Word
required;
- Willingness to obtain and
maintain TIPS certification required;
- Possess a valid driver’s
license; and,
- Experience managing paid
and volunteer staff.
Traits
Desirable:
- Ability to work with
individuals from a wide variety of ethnic, cultural, and economic backgrounds;
- Strong organizational and
communication skills; and,
- Self-directed,
collaborative and detail-oriented.
Hospitality:
- Friendly and outgoing;
- Possess a positive and
patient attitude;
- Possess excellent verbal
communication skills;
- Possess excellent
organizational skills; and,
- Able to multitask and
juggle multiple projects.
Working
Conditions:
- Must be able to stand and
remain active for an eight-hour work day, and ten to twelve-hour special event
days;
- Must be able to walk
large areas of the Zoo as needed;
- Must be able to work in
an outdoor weather environment in all seasons and weather, including
heat/humidity, cold temperatures, and/or wet conditions;
- Ability
to work a flexible schedule to include weekends, holidays, and special events;
and,
- Must be able to exert up
to 50 pounds of force to lift, push, pull, carry, or otherwise move objects.
- Exposure to potential
environmental hazards such as poison oak/ivy, uneven terrain, insect
bites/stings, and Hepatitis B depending on the position.
Equipment:
- Must be able to operate a
variety of machines and equipment including computer, telephone, two-way radio,
scanner, copier, golf cart, and vehicles.
Benefits:
- We offer an excellent benefits package including 24 days of Paid
Time Off (PTO), Sick and Safe Leave, and 2 paid holidays.
- Eligible for medical, dental, vision, short- and long-term
disability and life insurance.
- 401(k) with employer match.
Disclaimer:
The statements above are intended to describe the general nature
and level of work being performed by employees assigned to this
classification. They are not intended to
be construed as an exhaustive list of all responsibilities, duties and/or
skills required of all personnel so classified.
Therefore, management reserves the right to revise the job or to require
that other or different tasks be performed when circumstances change.
Please visit our careers page to see more job opportunities.
