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Special Events Manager (P/T) - Chadds Ford, PA

05 Sep 2018 1:34 PM | Anonymous

The Chadds Ford Historical Society is currently seeking a part-time (20 hours/week) Special Events Manager. This position ensures that the Society provides successful and engaging special events for the community while raising funds necessary for the operation of the organization.

Schedule:  Part-time; Wednesday – Friday, 9:00 a.m. to 4:00 p.m. (3:00 pm Friday) with occasional evenings & weekends for special events

Salary:  $19/hour


Special Events

  • ·         Work with special events committees and the Executive Director to plan and implement special events hosted by the Society including but not limited to Chadds Ford Days and the Great Pumpkin Carve
  • ·         Plan and manage smaller events such as the CFHS annual meeting, exhibition openings, volunteer or members appreciation events, small fundraisers (like guest bartending events), and other smaller scale events; work with volunteers and ad hoc committees as needed to ensure the success of these events
  • ·         Work with vendors, demonstrators, reenactors, suppliers and partners to ensure that event logistics are planned and communicated accurately to all parties involved
  • ·         Coordinate the Township’s special event permit application to ensure that it is complete and submitted on time; work with event committees and Executive Director to ensure all application information is accurate
  • ·         Update registration forms for events requiring vendors, demonstrators and other 3rd party service providers or participants
  • ·         Work with events committees and Executive Director to develop realistic budgets for events during the annual budgeting process; make recommendations for increasing revenue and reducing costs for each event
  • ·         Work with events committees and the Society’s volunteer coordinator to evaluate staffing needs for each event and recruit and train volunteers to ensure adequate coverage
  • ·         Work at the Society’s major events including the Great Pumpkin Carve and Chadds Ford Days
  • ·         Coordinate with partner organizations such as the Brandywine Conservancy that host special events on CFHS property; ensure adequate onsite supervision of partner events by CFHS representatives
  • ·         Lead the post-event evaluation process by assessing the overall success of the event and identifying challenges and recommending improvements for future events; maintain a record of all discussions regarding event issues and resolutions
  • ·         Make recommendations for future events and assist with the evaluation of new event suggestions by assessing its revenue potential, realistic chance of logistical success, and relation to the Society’s mission

Auxiliary Activities

Museum Store

  • ·         Oversee the Society’s museum store in the Visitors Center and manages the daily tasks such as stocking, display, cash register management and cleaning
  • ·         Work with the Executive Director to select new merchandise that reflects the mission of the Society while providing the best possible return on investment through resale
  • ·         Track sales trends and makes decision on liquidating poorly performing merchandise as needed
  • ·         Work with special event committees as appropriate to include museum store merchandise for resale at special events like the Great Pumpkin Carve; coordinate event-specific items such as artwork or tee-shirts as concession sales at special events
  • ·         Maintain the inventory database within the Square Register; update the database with new merchandise as it arrives and removes old merchandise when appropriate
  • ·         Oversee the end-of-year inventory process

Facility Rentals

  • ·         Manage the administrative tasks for the Society’s rental facilities at the Visitors Center and the Barns-Brinton House; respond to rental inquiries, maintains rental calendar, complete and send contracts and invoices to clients, coordinate payments of deposits and fees; ensure insurance coverage is adequate as needed
  • ·         Ensure that rental facilities are clean and set-up in advance of a client’s arrival onsite; is familiar with all mechanical and electrical systems in rental facilities
  • ·         Work with Executive Director to ensure staffing coverage for facility rentals as needed; provide training as needed for rental staff coverage
  • ·         Periodically review the Society’s rental contracts and pricing structure; make recommendations for improvements
  • ·         Coordinate photography and filming sessions on the Society’s properties as needed; work with the Executive Director on special photography/film requests


  • ·         Work with the Executive Director to develop and manage the Society’s special event budgets; ensure special events remain within event-specific budgets
  • ·         Work with the Executive Director to develop and manage the Society’s facilities rental budget, museum store budget and marketing budget
  • ·         Ensure that supplies for special events purchased and available when needed
  • ·         Maintain accurate admission records for special events
  • ·         Works with event committees to schedules staff and volunteers to work at special events;

Complete other duties as assigned


The successful candidate will have:

·         A minimum of 2-3 years of event planning, preferably in a non-profit organization; a Bachelor’s degree in business, marketing, communications or a related field is preferred but not required

·         Excellent project management skills with the ability to prioritize, organize and manage multiple priorities/projects

·         Ability to understand vendor contracts and negotiate fees, as necessary.

·         Strong customer service and relationship management skills; excellent verbal and written communication skills

·         Ability to work independently on various projects and tasks.

·         Ability to develop and manage departmental budgets

·         Excellent computer skills including proficiency with Microsoft Office and social media including Facebook, Instagram, and Twitter; a willingness to learn donor management software

·         Ability to work in a small, dynamic team environment

·         Willingness and ability to work extended hours, nights, and weekends as needed during prime event seasons

How to Apply

To apply please submit your resume and cover letter to Mike Connolly, Executive Director, at or Chadds Ford Historical Society, PO Box 27, Chadds Ford, PA 19317. Application deadline: September 30, 2018

For more information about Chadds Ford Historical Society please visit our website,

The Chadds Ford Historical Society is an equal opportunity employer.

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