ABOUT US

Foundation and Friends of the Botanic Gardens (Foundation & Friends) is a not-for-profit organisation that builds the community that supports the growth, sustainability and impact of the Botanic Gardens. This includes the Botanic Gardens of Sydney, the Domain, the Australian Botanic Gardens Mount Annan, and the Blue Mountains Botanic Gardens Mount Tomah.

The recently renewed vision of Foundation and Friends is for ‘a thriving, connected community that leads fundraising and philanthropy to help the Gardens realise their vision’. That is the people, communities, institutions and industries are informed and inspired by our Botanic Gardens, public spaces and the Australian Institute of Botanical Science. We aim to motivate them to recognise the importance of plants in their lives and to support their conservation.

It is an exciting time to be joining the team at the Foundation & Friends as a new 5-year transformative strategic springboard is just being finalised with the Board approving investment for future growth enhancing its support of one of Australia’s oldest cultural institutions.

ABOUT THE ROLE

The primary purpose of this role is the planning, production and delivery of events, exhibitions and associated activities for Foundation & Friends’ members, donors and volunteers. These events are designed to engage our active and passionate community, as well as attract new support for the organisation and the Gardens. The events and exhibitions are important sources of income for Foundation and Friends.

Key events that are delivered by this role include:

• Members’ New Year’s Eve Picnic (3,000 people), the organisation’s largest fundraiser
• Signature art exhibitions including:
  • Artisans in the Gardens
  • Botanica
  • Special one-off exhibitions (For example: On the Edge / Species at Risk).
• Donor and member events and activities (Include talks, classes, seminars, dinners, awards etc).

In addition to events run by Foundation & Friends are those held in conjunction with the Botanic Gardens of Sydney.

The manager will lead a small events and exhibition team to facilitate and drive the event schedule supported by our committed volunteers and the staff team.

This role will require energy, charisma, and a strong ability to juggle multiple tasks showing an eye for detail. You will also have an opportunity to show your creativity in improving the design of our ongoing events and creating new special events in accordance with the strategy.

Main Responsibilities

A. Events

• Facilitate and drive ideas, design, and the development of detailed event plans, running orders and bump-in / bump-out schedules for events and activities, and their implementation
• Manage, coordinate and undertake event logistics to ensure professional implementation from bump in to bump out. This includes booking and confirmation of presenters, artist and guests, venue hire, catering, other supplier liaison, set-up (including audio and other equipment), online event booking system (ThankQ) and developing an evaluation survey for each event
• Identifying and solicit sponsorship, pro-bono or in-kind support for events, as well as support broader sponsorship arrangements
• Identify, develop and manage briefs and service agreements for third party contractors and suppliers for events
• Reporting, risk management and financial management including developing and monitoring the budgets for events and exhibitions in conjunction with Business and Finance Manager
• Ensure all your events and exhibitions meet contractual, sponsorship agreements, statutory, and work, health and safety requirements

B. Exhibitions

• Deliver the annual schedule of exhibitions, including the signature Artisans in the Gardens, in line with organisational strategy and annual plan
• Work with the volunteer curators to support selection of artists, as well as soliciting and appropriate pricing of artworks
• Work with volunteer curators on the overall co-ordination, presentation, and professional preparation of the exhibitions, including liaison with artists
• Work with the curator, volunteers and relevant staff to run and supervise exhibitions, including sales process, inventory monitoring, commission of art works and return of unsold items

C. Human Resources

• Line Manager of the Event and Marketing Officer and Event Officer
• Manage the volunteers assigned to your events and activities with the support of the Volunteer Coordinator
• Manage relevant third-party contractor/s and temporary staffing

D. Volunteer Engagement

• Determine the volunteer requirements of your events and activities and assist the Volunteer Coordinator in preparing position descriptions, recruiting, briefing sessions and scheduling

E. Marketing and Communication

• In conjunction with the Communications and Marketing Manager develop and implement the marketing and communication plan for all events, exhibitions and activities

The Event and Exhibition Manager reports directly to the CEO of the Foundation and Friends of the Botanic Gardens. The role can encompass working from home as long as the organisation’s needs are met.

ABOUT YOU

Essential Criteria

• Qualifications and/or a high level of relevant experience in events, and/or marketing, or a related discipline
• At least 3-5 years demonstrated experience working in events and/or marketing environments - fields of environment and/or cultural institutions an advantage
• Excellent planning, delivery, and coordination of projects in a multi-task environment with an eye for detail and responsive problem solver
• Demonstrated computing skills including database and excel reporting and analysis
• Strong interpersonal skills, with ability to interact professionally with a diverse group of people, including volunteers
• High standard communication skills (writing and verbal), including with the public
• High knowledge or/and experience of budgeting and risk management for events
• Positive, engaging, and approachable attitude

Desirable Criteria

• Have had experience in paid or voluntary work for a not-for-profit organisation, especially within environmental or cultural institutions
• Worked within a membership culture and environment
• Shows knowledge and/or experience in event fundraising or other forms of income generation

How to Apply

Please submit your application via the Apply Now link below.

Previous applicants do not need to re-apply.

A position description is attached.