Manager, Development Events

The Development Events Manager plans and produces creative, mission-aligned events that connect members, donors, and supporters to South Coast Botanic Garden. This role oversees all stages of event planning and production, from intimate gatherings to large stewardship events, and partners with Development leadership to advance membership, cultivation, stewardship, and fundraising goals. The manager coordinates cross-departmentally, manages vendors, budgets, and timelines, and ensures high-quality guest experiences while protecting the Garden's facilities and reputation.

Responsibilities

• Develop and manage comprehensive timelines for Development events, including planning meetings, invitations, marketing deadlines, staffing, and operational requirements.
• Coordinate invitation production, printing, mailing, and distribution.
• Research, vet, negotiate with, and engage external event vendors in accordance with Garden contracting and purchasing procedures; coordinate invoice processing.
• Schedule, organize, and lead cross-functional planning meetings, clearly documenting responsibilities, decisions, and deadlines.
• Monitor project plans and follow up with stakeholders to ensure production deadlines are met.
• Develop and monitor event budgets, track expenses, and escalate anticipated variances.
• Determine food and beverage needs and coordinate catering.
• Coordinate necessary rental equipment, supplies, and event décor.
• Create functional, safe, accessible, and visually appealing event floor plans.
• Coordinate across departments to develop detailed event run-of-show documents.
• Determine on-site staffing and volunteer needs in partnership with appropriate department leaders.
• Prepare name tags, seating charts, guest lists, check-in materials, and other event collateral.
• Serve as the primary Development department planner for assigned member, donor, cultivation, stewardship, and fundraising events.
• Partner with Event Operations, Sales, Public Programs, Visitor Experience, Horticulture, Facilities, Food & Beverage, Marketing, and other departments, as appropriate, to coordinate event requirements and responsibilities.
• Clarify roles, handoffs, and decision-making authority among participating departments before each event.
• Communicate event plans, changes, and operational impacts clearly and in a timely manner.
• Serve as the primary Development event lead and Manager on Duty for assigned Development events, within established Garden policies and reporting processes.
• Oversee event setup, execution, and breakdown, ensuring accuracy, safety, and adherence to approved production plans.
• Coordinate with and serve as the primary liaison to event vendors throughout the event, including: Load-in and load-out.
• On-site vendor management.
• Compliance with Garden standards, policies, and approved event plans.
• Coordinate with appropriate department leads when events overlap to support seamless operations.
• Minimize disruption to Garden visitors, regular operations, plant collections, and other scheduled activities.
• Complete post-event reporting, expense reconciliation, documentation, and debriefs.
• Plan and execute off-site Development events, when necessary, with the same care and attention expected for on-site events.
• Identify and resolve event-related issues in real time and escalate significant safety, guest, facility, or operational concerns to the appropriate leader.
• Ensure event activities protect Garden facilities, equipment, plant collections, and organizational reputation.

Requirements

• Excellent interpersonal and communication skills, paired with a consistently professional and helpful demeanor.
• Strong attention to detail and a commitment to accuracy in event plans, guest information, budgets, and records.
• Sound judgment and the ability to assess situations, solve problems, and make timely decisions within the position’s authority.
• Strong project management and organizational skills.
• Ability to remain calm, organized, and adaptable during fast-paced, high-volume event days.
• Ability to prioritize responsibilities, work independently, and deliver results with appropriate supervision.
• Flexibility and resourcefulness when navigating changing priorities or unexpected event variables.
• Ability to maintain the confidentiality of donor, member, guest, and organizational information.
• Proficiency With Microsoft Office Suite and Google Workspace.
• Ability to work collaboratively across departments and build productive relationships with staff, volunteers, vendors, members, donors, and other supporters.

Nice to have

• Bachelor’s degree or an equivalent combination of education, training, and relevant professional experience.
• Three to five years of experience in special events or a related high-volume field, such as nonprofit development, entertainment production, hospitality management, cultural attractions, or corporate events.
• Experience with contract and vendor management.
• Experience planning member, donor, cultivation, stewardship, fundraising, or other nonprofit events.