Introduction
Thank you for your interest in the Events Officer position at Tūhura Otago Museum. We have provided details regarding the role and responsibilities below.
About Tūhura Otago Museum
Tūhura Otago Museum hosts a diverse range of events, including large-scale after-hours parties, educational talks, workshops, balls, private conference bookings, and more. Over the past two years, we have experienced a significant 130% increase in the number of events hosted. Now, we are seeking an Events Officer to assist in the planning, execution, and organization of both public and private events while contributing to our business growth.
Qualifications and Background
While industry experience is not mandatory, it can be advantageous. Candidates with backgrounds in sales, customer service, hospitality, or administration, who also possess a passion for the Events and Venues industry, are encouraged to apply. Your skillset may include increasing commercial sales through proactive bookings or expertise in delivering highly organized and enjoyable events, particularly in hospitality.
Key Responsibilities
In this role, you will:
Events Management
- Plan calendars and schedules
- Develop budgets
- Communicate and collaborate with clients, suppliers, and community groups
- Oversee event setup and management, acting as a duty manager
- Collaborate with internal museum teams and external partners to diversify event offerings
Qualities
We are seeking candidates who are:
- Efficient
- Creative
- Organized
- Excellent communicators
- People-oriented
Application Process
To apply, please visit our website, select the role you are interested in, complete the online application form, and upload a single document containing your cover letter and CV. The application deadline is Friday, 29th September.
Job Description: Event Officer
Reporting Structure
- Reports To: Event Manager
- Divisional Director: Commercial Director
- Scope: Public and Private Events
Primary Objectives
- Develop venue hire operations to ensure excellent standards and maximize returns for the Museum
- Create and deliver diverse programs to enhance visitor experiences and extend knowledge of Museum themes and collections
- Increase visitor engagement in various museum experiences
- Market and sell Otago Museum as a premier conference and function venue
Events
- Proactively seek and secure bookings for Otago Museum venues
- Cultivate relationships with existing and new venue users
- Provide professional services to external and internal clients
- Assist with venue operations, including inquiries, bookings, requirements, liaisons, invoicing, and equipment maintenance
- Ensure smooth event execution, providing leadership to staff
- Set up and manage Audio-Visual systems
- Build relationships with suppliers and negotiate favorable terms
- Collaborate with the Museum Café for catering
- Ensure security measures are implemented during events
Public Programs
- Collaborate with the Events Manager to plan annual programs catering to diverse audiences
- Develop, plan, and implement programs and events
- Prepare program outlines, budgets, run sheets, support materials, and debriefs
- Maintain high standards for program and event delivery
- Conduct evaluations and compile data as needed
- Stay informed about significant dates and events, incorporating relevant links into future plans
- Manage event and promotion planner computer systems
- Schedule and develop programs and events during school holidays, evenings, and weekends
- Train and supervise interns, casual staff, and volunteers
Event Set-up and Clean-up
- Set up Museum venues for functions, including furniture, equipment, and food services
- Maintain venue cleanliness during functions
- Assist with post-event venue clearing and cleaning
- Ensure professional venue presentation
- Provide food and beverage services as agreed
Financial
- Monitor revenue and expenditure
- Produce reconciliations and follow financial guidelines
- Negotiate best value scenarios
- Accurately charge clients and follow up as required
Duty Manager Requirements
- Hold a duty manager’s license
- Adhere to Otago Museum’s Liquor License requirements
- Act as Duty Manager during events as per licensing responsibilities
Health, Safety, and Emergency
- Comply with Health and Safety Policy
- Communicate event setups, rundowns, and hazards to relevant parties
- Ensure staff awareness of emergency procedures
- Participate in Fire Warden training
- Perform risk assessments for events
General
- Be a productive member of the Events and Commercial Team and the wider Otago Museum Team
- Adhere to Museum security policies and procedures
- Assist with ordering and stock-taking
- Use museum resources and assets wisely
- Provide professional assistance to other Museum staff
- Represent the Museum professionally in all forums
- Fulfill other duties as required by the Museum Director
Please note that this role may require weekend and after-hours work, including assistance with operational delivery during evening and weekend events.
