Event Planner

Summary

Plans a variety of events for The Corning Museum of Glass. Manages and coordinates all details for Museum-sponsored events (both internal and external customers) and facility rentals. Provides a high level of customer service by being proactive and responsive to the customer’s needs. Manages the logistical planning and production of each event and works closely with all event partners.  

Responsibilities

Event Coordination and Customer Service 

  • Plans and executes a variety of event experiences for all Museum departments and external customers. Provides on-site management of assigned events. Serves as the Museum representative, providing direction and execution of logistics as needed to ensure that customer expectations are met. 
  • Develops and maintains strong customer relationships by being proactive and responsive to the customer’s needs during the planning process, including hosting a post-event debrief meeting when appropriate. 
  • Confers with the customer in advance to manage all details of the event. Inputs all event requirement criteria into Artifax for timely and appropriate resource scheduling and allocation.   
  • Creates floor plans with accurate layout of event requirements and needs.  
  • Coordinates and clearly communicates with all event partners to ensure all necessary details are implemented. Event partners include but are not limited to AV Production, Operations, Housekeeping, Culinary, Security, and Marketing and Communications. 
  • Collaborates with Culinary to ensure understanding of menu items and products, special requests, dietary restrictions and food and beverage service. Works with Culinary to ensure that all Banquet Event Orders are accurate and detailed with menu selections, number of attendees, set up information, event flow, etc. 
  • Conducts thorough post-event follow-up to ensure all business aspects of the event are complete. 
  • Solicits regional restaurants, wineries, businesses and organizations to participate in or donate services to Museum-sponsored events. Works closely with the Events Production and Programs Manager (EPPM) in the development of mission-branded events and programs including preparation of project and production plans. Develops event timelines as needed. 

Administrative 

  • Maintains the events scheduling database, Artifax, for all event areas in the facility for assigned events. Sells event space to meet customer’s needs while optimizing space and revenue and adhering to Museum policies and procedures. Enters data into Artifax according to standard operating procedures and maintains accurate and complete customer records. 
  • Ensures that in-house inventory can fulfill client’s requests, working with vendors on rentals to supplement as needed. Research vendors, obtains quotes, establishes set-up/strike guidelines and delivery schedules. 
  • Ensures that all required paperwork and correspondence is processed and distributed within appropriate timeline; obtains customer signatures as required. Identifies and manages event insurance and permit needs. 
  • Collaborates with the Events Department Coordinator, to oversee travel logistics, hotel room blocks, honoraria and talent fees for contracted talent and special guests. 
  • Identifies and participates in team discussions regarding areas of process improvement. 

General

  • Supports and amplifies the Museum’s commitment to diversity, equity, inclusion and access. 
  • Complies with all safety regulations to ensure that all events provide a safe and healthy environment. Confers with the Senior Manager, Environment, Health and Safety prior to confirming events which may have additional security or safety requirements. 
  • Participates in the weekly staff information meeting that addresses current and upcoming events and activities at the Museum.  

Qualifications

  • Respect and exemplify the values of The Corning Museum of Glass in all interactions with colleagues, staff, volunteers and the public. 
  • Ability to represent the Museum in a professional manner. 
  • Adhere to all prescribed organizational and departmental policies and procedures. 
  • Ability to work with people from a variety of cultures; ability to maintain an appropriate voice for diverse audiences. 
  • Ability to professionally handle confidential material and associated issues. 
  • Ability to handle stress of high customer demands in a hospitality environment. 
  • Ability to adapt to changes and complicated situations while maintaining composure and professionalism when events are in progress.  
  • Ability to work independently, as well as in a team, with a track record of successful collaboration. 
  • Ability to work with minimal supervision while consistently communicating status. 
  • Ability to work virtually and effectively adapt to various workplace environments. 
  • Bachelor’s Degree in Business or Hospitality Management required 
  • Minimum three years of event planning experience or equivalent combination of hospitality management experience and education. 
  • Demonstrated proficiency in computer software applications, including Microsoft Office Suite, MS Teams and SharePoint; experience with Artifax and virtual meeting platforms a plus. 
  • Strong interpersonal skills; works effectively and professionally with people at all levels, including external stakeholders. Excellent customer service skills. 
  • Successfully handles multiple projects and tasks; resourceful mindset and flexible. 
  • Highly accurate, detail-oriented and organized; focuses on follow-up. 
  • Demonstrated experience effectively managing projects. 
  • Thinks creatively and identifies and resolves problems. 
  • Excellent written and verbal communication skills. 
  • Possess a high level of energy and enthusiasm. 
  • Some weekends and/or evenings required; flexibility in hours necessary. 

To Apply

Email or mail resume with cover letter to [email protected] or send to Corning Museum of Glass, One Museum Way, Corning, NY 14830, Attn: Human Resources. An Equal Opportunity Employer.