Sales and Events Manager

The BPL Legacy Association also known as KF Aerospace Centre for Excellence was established in 2022 to perpetuate the legacy of KF Aerospace and its founder, Barry Lapointe. Designed to celebrate aviation history, promote aviation excellence, and advance participation in aerospace by way of education, advocacy, and other community-based activities, it operates on a not-for-profit basis. The KF Centre for Excellence is an impressive one-of-a-kind aviation exhibit that showcases the aerospace industry in the Okanagan Valley as well as hosting events and conferences with a connection to the aviation community.

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JOB OVERVIEW

Reporting to the Executive Director, the Sales and Events Manager (SEM) plays a key role in driving the successful use, promotion, and operation of the Centre’s event and rental spaces. This hands-on position is responsible for venue rental sales, client bookings, event logistics, and on-site coordination, ensuring that event spaces are managed effectively, professionally, and in alignment with the Centre’s purpose and mission.

As the primary contact for venue rental clients, the SEM oversees the full booking and event management process, from inquiry and planning through to execution and follow-up. The role ensures that all venue rental information, documentation, schedules, and operational details are accurately maintained and clearly communicated to the CFE team.

The SEM also leads the planning and delivery of CFE’s internal events, new career education programs (e.g., school field trips, Aviation Sampler) and initiatives (e.g., aviation industry engagement and career awareness), with guidance and support of the Executive Director

DUTIES AND RESPONSIBILITIES

Venue Rental Booking Management

• Manage and perform all aspects of the venue space rental booking process from inquiry to post event follow up
• Serve as the primary contact for venue rental inquiries and clients/guests
• Conduct site tours and respond to booking inquiries in a timely and professional manner
• Prepare venue rental proposals including rental budgets, floor plans and negotiate and finalize contracts with direction from the Executive Director
• Manage ongoing communications with venue rental client/guests regarding event plan development including space requirements, event timings, CFE equipment rental requirements and third-party venue rental ancillary service needs
• Manage event booking system and all related event information
• Manage the venue rental client selection process

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• Coordinate staff and volunteers for on-site event staffing, in collaboration with the Guest Services Lead and Finance and Administration Manager
• Manage day-of event staff and volunteers; scheduling, training, role assignments, performance management and ongoing support – as needed
• Develop, update and implement venue management policies and procedures
• Collaborate with the Marketing and Communications Coordinator to ensure that the CFE event venue is effectively promoted when required
• Conduct competitive rental venue market analysis annually and make event space rental pricing recommendations to Executive Director
• Provide timely, accurate tracking and reporting of venue rental operations costs

Venue Rental Operations Management

• Serve as the main point of contact for all venue rental client/guests and third-party venue rental ancillary service providers (e.g., event planners, caterers, AV suppliers)
• Manage and maintain strong relationships with existing client/guest s and third-party venue rental ancillary service providers
• Ensure clear understanding of client/guest expectations and communication of CFE venue rental policies and procedures
• Prepare venue rental contracts, operations plans and Rental Booking Orders; Communicate upcoming venue rental activities with internal and external stakeholders
• Develop and manage budgets for internal CFE events and work with the accounting team to manage, track, monitor, and report on event revenues and expenditures
• Ensure all resources are in place to successfully operate the planned events
• Attend events and trouble shoot any issues that arise as it relates to venue operations
• Oversee rental client event set up, operations and takedown activities to ensure all CFE policies and procedures are followed, a safe work environment is maintained the CFE assets are protected
• Ensure client/guest follow up and satisfaction

CFE Aviation Events & Programming

• Contribute to planning, development, implementation and operation of new and ongoing internal aviation related events at CFE
• Manage the delivery of CFE’s educational programming including school field trip and camp programs
• Lead the post-event evaluation process; Document learnings, identify areas for improvement and follow up as appropriate

Event Sales and Marketing

• Work with the Marketing and Communications Coordinator to proactively promote and solicit new business and events
• Monitor industry and competitor trends, identify emerging needs and opportunities, and make recommendations for new programs or services to support business growth
• Build relationships and network with third party planners, corporate event organizers, and destination marketing organizations through community engagement, networking and strategic partnerships

QUALIFICATIONS

• Post-secondary diploma or degree in Hospitality, Tourism, Business, Event Management, Marketing, or a related field
• 3–5 years of progressive experience in event sales, event management, venue coordination, hospitality sales, tourism operations, related field or a suitable combination of education and experience
• Demonstrated experience successfully managing and executing the full event lifecycle, including sales, contracting, client communications, logistics, on-site execution, and post-event evaluation, required
• Experience supervising staff, contractors, or volunteers is considered an asset
• Proven guest service skills; Drive to exceed guest expectations
• Highly organized and detail oriented
• Strong administrative, computer and event software skills
• Strong networking skills
• Business and financial acumen
• Flexible and adaptable
• Proven ability to maintain grace under pressure
• Self-starter with a continuous improvement mindset
• Comfortable setting up, operating and troubleshooting AV equipment
• Ability to lift/move up to 25 lbs. and assist with event setup and tear down (e.g., move tables, chairs, event materials, banners)
• Ability to work evenings, weekends and/or holidays, as required

ADDITIONAL INFORMATION

This is a new and evolving role, other reasonable tasks and duties may be assigned by the Executive

HOURS OF WORK

This is a full-time position, working 40 hours a week. Working hours are within 8am to 4:30pm, Monday to Friday with flexibility required for weekend/night events and additional coverage.

BENEFITS

• Medical and Dental Coverage
• Short & Long-Term Disability
• Health and Personal Spending Accounts
• Paid vacation and Personal time off
• Pension matching plan and voluntary RRSP
• Employee & Family Assistance Program