Job Listings

Special Events and Rentals Coordinator

Ringling College of Art and Design
Job Location:
Sarasota, 34234
Arts and Museum Administration

Special Events and Rentals Coordinator

The Special Events and Rentals Coordinator is responsible for providing support throughout the planning and implementation of special events and facility rentals at the Sarasota Art Museum (SAM). This position primarily helps grow the Sarasota Art Museum’s rental program, sells museum space to potential clients and will be the on-site contact during rentals. The incumbent will also assist with internal special events including Art Bash, Unconventional Evening, Fresh Perspective Lunch Series, En Plein Air Wine Dinner, VIP Exhibition Opening Receptions and any other events/programs as needed.


  • Field inquiries in a timely manner, and conduct museum tours for potential clients.
  • Promote SAM as a unique and premier rental venue in Sarasota for corporate events, weddings and more.
  • Collaborate with the Director of Special Events to devise and execute a sales strategy aimed at boosting rental sales and revenue.
  • Attend various networking and community events to attract clients and rentals.
  • Proactively engage in follow-up discussions with potential clients.
  • Manage rental coordination from start to finish, liaising with clients, caterers and vendors to confirm event logistics.
  • Schedule all event rentals on the internal calendar.
  • Prepare rental agreements, and handle invoicing/payment collection.
  • Process paperwork such as independent contractor agreements, purchase orders, check requests and vendor correspondence in coordination with the business office.
  • Ensure compliance with insurance, legal, health and safety regulations.
  • Attend rental events and/or ensure adequate SAM staff coverage.
  • Assist with set-up and dismantling of internal special events.
  • Perform data entry, filing and other clerical assignments.
  • Coordinate bulk mailings and invitations.
  • Prepare materials for registration and check-in (e.g., guest lists, name tags) and welcome patrons.
  • Exercise discretion with confidential information.
  • Perform other duties as assigned.


  • Responsible, proactive and have the ability to represent SAM in a friendly and enthusiastic manner
  • Organizational abilities paired with commitment to precision and attention to detail
  • Demonstrated proficiency in both verbal and written communication
  • Adept at multitasking and proficient time management skills
  • Maintains composure and a positive demeaner even in high-pressure
  • Proficient in using various software, including Microsoft Office (Word, PowerPoint, and Excel), design software and Tripleseat
  • Ability to lift at least 40 pounds
  • Must demonstrate flexibility in working hours, including evenings and weekends

(The hours per week are spread over mornings, afternoons, evenings and weekends to accomplish the combination of office work and logistics of special events. The schedule may fluctuate on a weekly basis.)



  • High School diploma or equivalent
  • Two years of experience in Special Events and/or Weddings


  • Bachelor’s Degree in Hospitality Management, Business, Marketing or related field

Open until filled. Apply on-line d-Rentals-Coordinator_JR-110172

Ringling College of Art and Design is an Equal Opportunity Employer.

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