This position is responsible for organizing and executing the logistics of rentals at the Bell Museum, which are booked and overseen by the Facility Rental and Events Manager. The Facility Rental Coordinator helps the Bell Museum serve as a public gateway to campus by ensuring clients receive excellent customer service and all operational details are in place for rentals. As a point person for rental logistics, this position is not required to be present at all events, but must have flexibility for hours on evenings and weekends.
70% Rental Logistics
Work closely with the Facility Rental and Event Manager to coordinate operational details of rentals including equipment setup and/or rental, building access, breakdown, and cleanup.
Make decisions within established procedures and guidelines
Prepare timeline, floorplans and staffing plans and communicate with the appropriate staff and vendors once the details are finalized.
Serve as liaison between the Bell, our approved caterers, and other vendors as necessary
Maintain event equipment, make recommendations to the Facility Rental and Event Manager for replacements or repair.
Ensure that all rental insurance certificates and permits required for production are obtained in a timely manner
Provide excellent customer service to clients as the event approaches. Conduct final walk-through and rehearsals as needed with event clients.
Work with the Facility Rental and Event Manager to ensure a smooth transition of clients from the initial point of contact through the planning process and day-of event logistics.
15% Event Support
Provide logistic support for 2-3 annual large-scale all-museum festivals
Provide back up supervision and day-of management for 2-3 large-scale events per year
Train, schedule, and supervise 1-2 temp-casual or student event assistants to lead and staff events.
Provide clear work plans and roles for student employee supervisors when the Bell hosts large-scale, museum-sponsored events and programs.
5% Accessibility and Inclusion
Participate in training on accessible events and meeting designs to stay current on changes in interpretation of the ADA
Support the Bell’s goals related to diversity, inclusion, and equity by ensuring that Bell rentals are accessible to visitors with disabilities and welcoming to people of all backgrounds.
Suggest improvements and help coordinate services to enhance accessibility
High school diploma/GED and two years of related experience. Training and experience may be substituted for up to one year of experience.
Experience coordinating event logistics and providing excellent customer service to clients in the event industry.
Proven ability to work independently with limited supervision
Demonstrated experience working with individuals from a variety of backgrounds
Experience adhering to complex policies or detailed procedures
Ability to work occasional evenings and weekends
History of simultaneously managing multiple projects
Experience delegating responsibilities and clearly communication detailed work plans
This position frequently moves audio/visual equipment/ furniture weighing up to 50 pounds for various rental and event needs
3 years experience coordinating event logistics and providing excellent customer service to clients in the event industry
Rental or event logistics experience from a nonprofit or educational institution.
Experience with coordination of services for ASL interpreters and live captioning services
Internal Number: 327824
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.