Manager of Development Events

Job Description

Job Description

Company Description

At Ravinia, we believe in the transformative power of shared, live-music moments and their ability to inspire individuals, strengthen communities, and foster a more connected world.

Beyond presenting outstanding performances by the world’s greatest musicians, our mission as a not-for-profit organization is to develop broader, more diverse audiences and performers in the music industry with our Reach Teach Play® community engagement and education programs, our Steans Institute’s collaborative and experiential artistic training programs, and more. Together, Ravinia’s initiatives serve tens of thousands of students, families, and emerging professional musicians.

Our 36-acre park is home to North America’s longest-running outdoor music festival and its most artistically diverse. Over 100 different events, featuring a mix of classical, rock, pop, jazz, R&B, indie, and country performers, make up a typical summer season across our open-air and indoor stages, including the annual residency of the Chicago Symphony Orchestra.

Position Summary:

We are seeking a Manager of Development Events to join our Development Department. A primary focus of this role is leading the end-to-end planning, tournament logistics, vendor contracts, and execution for Ravinia’s signature annual golf outing (Magic of Music Golf Benefit). In addition, the Event Manager oversees operational execution, food and beverage logistics, and donor benefit standardization across our entire portfolio of roughly ten annual development events. Reporting to the Director of Auxiliary Board Operations, this position plays a vital role in strengthening donor retention and stewardship across the organization.

Key Responsibilities

Magic of Music Golf Benefit + Event Management - 35%

• Lead end-to-end event execution and tournament logistics for the signature annual golf outing, including on-course contest activations, silent/live auctions, and student performance integration.

• Serve as the primary staff liaison to Trustee co-chairs and the Golf Outing Committee.

• Build and nurture strong relationships with Golf Outing sponsors and contributors while overseeing event benefit fulfillment, premium on-site hospitality perks, and specialized donor stewardship.

Development Event Operations & Planning - 35%

• Direct operational execution, food and beverage logistics, and guest experience standards for an assigned portfolio of roughly ten annual development events (dinners, receptions, season preview sessions, and board meetings).

• Serve as the primary operational liaison to catering teams for menu selections, Banquet Event Orders (BEOs), and line-item details (linens, florals, bar setups).

• Enforce strict operational timelines and milestones, ranging from preliminary venue holds (6 weeks prior) to final headcount locks, dietary restrictions, catering plans, and seating charts (7 days prior).

Vendor & Budget Administration - 15%

• Coordinate vendor contracting and BEO administration in alignment with rates negotiated by the Director.

• Track event expenses, review line items, and monitor project budgets to ensure strict adherence to financial parameters.

Cross-Departmental Systems & Logistics - 15%

• Participate in annual event-scheduling table reads and submit summer event details into internal management systems (e.g., Monday.com, Infor, AudienceView) ahead of deadlines.

• Facilitate VIP donor ticketing workflows and preferred parking access in close coordination with ticketing teams during peak event periods.

• Maintain complete event documentation (runs of show, guest lists, and financial logs) in shared department repositories.

Other duties as assigned

Knowledge and Skills Required (*Preferred Qualifications)

• Strong organizational, project management, and vendor communication skills.

• Ability to manage multiple priorities simultaneously. 

• Proficient with event management systems/databases (e.g., Monday.com, Infor, Audience View) and Google Suite. 

• Excellent interpersonal and communication skills with a customer-service orientation toward donors, trustees, and internal stakeholders. 

• Ability to manage multiple event deadlines concurrently under strict timelines.

• *Prior experience in a performing arts, cultural non-profit, or higher education setting.

• *Familiarity with donor stewardship strategies and fundraising benefit structures.

Education and Experience

• Education: Bachelor's degree in Event Management, Hospitality, Communications, Non-Profit Management, or equivalent practical experience.

• Experience: 3-5 years of experience in professional event management, non-profit fundraising events, or hospitality coordination. Proven track record managing large-scale events, donor receptions, or corporate golf outings.

Success Factors

• Magic of Music Golf Benefit & Event Execution (35%):
  Flawless end-to-end execution of tournament logistics, committee liaison management, and revenue target achievement within budget. Delivery of high-touch sponsor stewardship, including accurate benefit fulfillment, preferred parking, and ticketing concierge support.

• Development Event Operations & Planning (35%):
  Precise adherence to operational timelines, guest experience standards, and venue setups across all ~10 seasonal development events. Strict enforcement of key operational milestones, including preliminary holds (6 weeks prior) and final headcount/catering locks (7 days prior).

• Vendor & Budget Administration (15%):
  Disciplined financial oversight and budget compliance within Director-negotiated rates. Accurate finalization and submission of Banquet Event Orders (BEOs) and dietary/guest counts to catering teams at least 7 days prior to every event.

• Cross-Departmental Systems & Documentation Logistics (15%):
  Timely and accurate entries into event management systems (Monday.com, Infor, AudienceView) prior to internal deadlines. Maintenance of complete, organized event documentation (runs of show, guest lists, financial logs) in shared repositories.

Work Environment

This is a full-time position based in Highland Park, IL. The role requires on-site presence for event execution, including evenings, weekends, and peak summer festival hours as dictated by the event schedule. In-office or remote work arrangements are determined based on department needs.

Benefits

Excellent health and welfare benefits: medical, dental, vision, flexible spending accounts, commuter benefits, teledoc options, employee well-being programs, life insurance, short-term, and long-term disability. It also includes comprehensive time off plans (holidays, vacation, sick, and personal days). Additionally, generous employer contributions to the 401(a) retirement savings plan, employee-elected 403(b) retirement savings plan, learning and mentorship opportunities, access to various staff working groups, and a general admission season pass for two to Ravinia concerts.

Ravinia is an Equal Opportunit