Event Manager

Job Description

About Dolly’s Life of Many Colors Museum

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Dolly’s Life of Many Colors Museum is a vibrant and immersive museum experience celebrating the life and legacy of country music icon Dolly Parton. Located on the third floor of her new SongTeller Hotel in downtown Nashville, Tennessee, the museum spans over 20,000 square feet and is positioned as her largest exhibition to date.

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From her humble beginnings in the Smoky Mountains to global superstardom, the museum invites guests to walk through Dolly’s story: the music, movies, style, philanthropy, and the heart behind it all. Using state-of-the-art multimedia, gallery exhibits, and personal artifacts, the museum highlights her songwriting, iconic performances, fashion, and values of family, faith, and imagination that have defined her journey.

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The museum is designed not just for Dolly fans, but for anyone who dreams big. With accessible spaces, engaging environments, and a signature colorful aesthetic, it offers an experience that inspires curiosity, creativity, and connection.

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The museum is also one of Nashville’s most colorful places to throw a party. Private events take place in Dolly’s Hall of Fame (160 seated, 235 reception) and The Imagination Library (32 seated, 40 reception), along with full museum buyouts and group experiences. Catering, bar, staffing, and AV are all handled in-house.

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Position Summary

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The Event Manager plans and runs private events and group experiences at Dolly’s Life of Many Colors Museum. That includes weddings, corporate receptions, galas, fundraisers, record release parties, full museum buyouts, and everything in between. This person owns each event from the first planning call to the last guest out the door and makes sure every client feels taken care of. The Event Manager also helps plan and run the museum's own monthly ticketed events, from building the run of show and booking talent and vendors to running the night itself.

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Reporting to the Director of Events and Group Sales, the Event Manager works closely with catering, bar, AV, security, Guest Experience Managers, and Operations to deliver events that feel like Dolly: warm, polished, and a little bit sparkly. The role also supports sales, from site visits and proposals to upselling enhancements, so every event meets its revenue goals. It’s a fast-paced job for someone who loves details, is great at juggling a lot at once, and doesn’t mind a late night when the party calls for it.

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Key Responsibilities

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Event Planning and Execution

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o   Manage assigned events from signed contract to final invoice, including timelines, floor plans, menus, and final details.

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o   Lead planning calls, site visits, and final walkthroughs with clients, vendors, and internal teams.

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o   Serve as the on-site lead on event day, overseeing setup, guest arrival, service, event flow, and breakdown.

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o   Solve problems in real time, calmly and quickly, so guests never notice a thing.

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o   Build museum moments into events, including gallery access, private tours, and Dolly activations like the rhinestone ukulele, silent disco, and live songwriter rounds.

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Weddings and Celebrations

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o   Plan and support weddings, ceremonies, rehearsal dinners, and milestone celebrations with care and a personal touch.

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o   Work closely with outside wedding planners. We won’t always be the planner, but we should be a great partner so their vision works in our space.

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o   Guide couples and families through menus, décor, vendors, and timelines.

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o   Coordinate with florists, photographers, musicians, officiants, and other wedding vendors.

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o   Run ceremony and reception timelines on the day as needed, including processionals, toasts, first dances, and special moments.

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Sales and Client Relationships

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o   Support the Director of Events and Group Sales with inquiries, site visits, tastings, and proposals.

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o   Turn leads into booked events and grow repeat and referral business.

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o   Upsell food and beverage packages, bar upgrades, AV, florals, tours, and Dolly activations.

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o   Meet monthly and annual revenue goals set with the Director of Events and Group Sales.

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o   Stay in close contact with clients before, during, and after their event, and follow up for feedback and reviews.

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o   Represent the museum at networking events and industry functions as needed.

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Tripleseat and Event Administration

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o   Manage leads, bookings, contracts, deposits, and payments in Tripleseat.

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o   Create and update BEOs, floor plans, and event documents so every team is working from the same information.

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o   Keep the event calendar accurate and coordinate space holds with tours, buyouts, and daily museum operations.

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o   Prepare final invoices and reconcile event billing with Finance.

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o   Track and report on bookings, event revenue, and client feedback.

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Vendor and Team Coordination

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o   Work with the in-house culinary, and bar teams on menus, guest counts, and service timing.

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o   Coordinate with AV, security, setup crew, and guest experience teams on load-in, room turns, and museum readiness.

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o   Manage outside vendors and entertainment, including load-in and load-out, insurance certificates, and venue guidelines.

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o   Work with the Senior Guest Experience Manager to coordinate museum staff for events, so everyone knows their role and the event runs smoothly.

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o   Help train event staff on service standards, event flow, and museum event policies.

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Operations and Standards

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o   Protect the museum’s collection, galleries, and artifacts during every event.

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o   Follow all safety, capacity, accessibility, and alcohol service policies.

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o   Help build and improve event processes, checklists, and packages.

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o   Keep event furniture, linens, and equipment organized and event-ready.

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Cross-Departmental Collaboration

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o   Partner with Marketing on ticketed events, promotions, and event photos and content.

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o   Work with Guest Experience and Operations so private events and daily museum visitors are both well taken care of.

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o   Coordinate with Finance on deposits, invoicing, and revenue reporting.

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Qualifications

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Required

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o   Bachelor’s degree in Hospitality Management, Event Management, Business Administration, or a related field, or equal work experience.

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o   Minimum of 3-5 years of event planning or event management experience in a venue, hotel, museum, or similar setting.

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o   Sales experience, with a track record of booking events, upselling, or meeting revenue goals.

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o   Working knowledge of Tripleseat event management software.

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o   Strong attention to detail. You catch the typo on the BEO and the missing chair on the floor plan.

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o   Great at multitasking. You can manage several events at once and switch gears without dropping anything.

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o   Clear, friendly, professional communication in person, on the phone, and in writing.

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o   Calm under pressure and good at thinking on your feet.

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o   Flexible schedule, including evenings, weekends, and holidays, based on the event calendar.

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o   Able to be on your feet for long event days.

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Preferred

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o   Wedding planning or wedding management experience.

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o   Experience in entertainment, music, live events, or production.

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o   Experience in museums, cultural attractions, or unique venues.

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o   Food and beverage knowledge, including catering, bar service, and menu planning.

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o   Basic understanding of AV, lighting, and staging.

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o   Comfortable with Microsoft Office, Google Workspace, and floor plan or diagram tools.

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Key Competencies

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·      Client-first hospitality.

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·      Inclusiveness 

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·      Attention to detail.

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·      Multitasking and time management.

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·      Sales and suggestive selling.

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·      Problem-solving on the spot.

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·      Professionalism and poise under pressure.

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·      Team leadership and collaboration.

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·      Creativity and a good eye for the guest experience.

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Compensation and Benefits

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·      Competitive salary commensurate with experience.

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·      Health Benefits 

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·      Museum employee discounts.

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·      Opportunities for professional growth and leadership development.