Events & Experiences Manager

Job Description

Job Description

Description:

The Events & Experiences Manager role is at the center of coordinating, executing, and managing ticketed, semi-private, and private events and experiences for the Rook Room. They will be responsible for the administration, planning, logistics, execution, and documentation throughout the events and experiences lifecycle, from initial conception to execution to post-event success tracking. They are the initial point of contact for rental clients and event attendees. They manage the event customer relationship from beginning to end. They will work closely with the other members of the management team to ensure all in-house and venue partnership ticketed, semi-private, and private events are fully planned, supported, staffed, and, ultimately, successful. The Events & Experiences Manager is instrumental in maintaining the Rook Room’s legacy of creating amazing gaming events and experiences in the Des Moines metro and beyond.

Responsibilities:

Event Strategy & Management

• Serves as the first point of contact for client and customer requests for private, semi-private, and ticketed events.
• Communicates event staffing needs and roles to the General Manager.
• Owns logistics for all events and experiences at the Rook Room Game Lounge & Cafe and at outside vendor events, including venue specifics, equipment, materials, decor, and more.
• Develops strategy, ideation, and feasibility around new events, experiences, and large-scale initiatives.
• Executes on-site event logistics, including setup, teardown, and flow for multiple events per week.
• Tracks financial and logistical successes and improvements throughout the events and experiences lifecycle.

Events & Business Administration 

• Completes post-event documentation and success tracking.
• Sets up and monitors event ticketing and registrations.
• Supports restaurant reservation system and reservation communication. 
• Owns the events and experiences contracting and invoicing process for private rentals and off-site events and experiences.
• Ensures accurate posting of upcoming experiences on local event aggregators like Catch Des Moines and on internal scheduling systems.
• May be asked to contribute marketing and branding for in-house events. 
• Seeks out and manages sponsorship opportunities and strategic partnerships for large annual events like Treasure Quest.
• Works with the Brand & Experience Manager to budget for events and experiences.
• Works with the General Manager on securing specialty food and beverage needs.

Miscellaneous

• Other duties as assigned, including but not limited to FOH assistance, transportation of event materials, guest communications, new business-related initiatives, conference attendance, etc.

The ideal candidate…

• Loves supporting team members, customers, and clients. 
• Asks questions to curate great experiences. 
• Wants to plan things far in advance but knows how to adapt in the moment. 
• Believes that having fun is the key to creating community. 
• Creates detailed Excel spreadsheets and solves problems creatively. 
• Answers the question “What is your favorite board game?” quicker than the average person.
• Enjoys speaking in front of large crowds & answering guest questions.
• Experiments with new ideas.

Perks:

• Flexible scheduling and hybrid work
• Employee discount of 50% on all food and non-alcoholic beverages on and off the clock
• One free non-alcoholic or cafe drink per shift
• 10% off retail discount
• Free Rook Room Staff Membership
• Participation in some of the events you will be planning
• Values-driven, inclusive team environment
  • The Rook Room’s Values: 
    • Be Who You Are, Completely
    • Increase Accessibility
    • Make It Memorable 
    • Give Back
    • Live in the Moment

Requirements:

• 2+ years of event management experience and 2+ years of Customer Service experience. 
  • Experience could include previous jobs, volunteer opportunities, degrees, certifications, or other diverse roles. We are open to hearing how your experience could contribute to the team! 
• May be asked to lift up to 50 pounds at times. 
• Must be able to work evenings and weekends based on the upcoming event schedule. 
• Must have reliable transportation to and from the Rook Room Game Lounge & Cafe and booked venues around Central Iowa.