Events Booking Manager

Tracy Aviary is a well-established non-profit organization dedicated to the conservation and appreciation of birds and nature through interactive exhibits and educational programs. Located in an accessible urban setting with multiple campuses, including the newly developed Nature Center at Pia Okwai, Tracy Aviary strives to connect the community with wildlife and foster environmental stewardship. The organization emphasizes community engagement, inclusive experiences, and education, welcoming visitors from diverse backgrounds to explore the beauty and individuality of birds within a safe and welcoming environment. With a commitment to diversity, equity, and inclusion, Tracy Aviary supports its employees through professional development, mentoring, and a supportive workplace culture characterized by collaboration and shared values. The organization operates various seasonal and permanent events designed to enhance community involvement and revenue sustainability, including the popular holiday Lightwalk event each year.

The role of Events Booking Manager at Tracy Aviary is a full-time, exempt position offering an annual salary between $47,000 and $50,000. This position reports directly to the Director of Guest Experience and requires collaboration with the Events Operations Manager and multiple other departments such as facilities, conservation, office management, and development to maximize venue usage across all Aviary campuses. The Events Booking Manager will spearhead a proactive, data-driven, and community-oriented booking and sales strategy to ensure all of Tracy Aviary’s event spaces are utilized to both their highest operational capacity and fiscal potential.

This role demands strong organizational skills to maintain up-to-date and accurate venue calendars and client records, facilitating smooth client communication from initial inquiry through event execution. The manager develops pricing strategies, rental packages, and new event concepts in partnership with senior staff, constantly assessing and adjusting these offerings to meet budget goals and community needs. Building and nurturing robust relationships with community partners forms a core part of the position, enabling the booking of community-focused events that cultivate a sense of place and belonging while supporting financial and social infrastructures.

A critical aspect of the role is collaborating on budget tracking, event revenue analysis, and forecasting, ensuring alignment with departmental and organizational goals. The Events Booking Manager also engages cross-departmentally to support ongoing programming, assists in Lightwalk operations, and provides operational support where necessary. The role requires regular availability during evenings, weekends, and holidays due to the nature of event scheduling and execution.

The ideal candidate will have experience in client and guest relations, venue logistics, and administrative management within a sales or events context. Comfort with adapting to evolving organizational policies and procedures is crucial, as is a willingness to uphold Tracy Aviary’s rules and company culture. Physical ability to assist with setup, including lifting and cleaning, is required. Above all, the candidate should demonstrate sensitivity and competence in working with diverse populations, including children and adults of all backgrounds. This role offers an opportunity to contribute to a unique non-profit dedicated to nature conservation through dynamic community engagement and event management.