Rock County Historical Society
Events & Marketing Coordinator
Under the general supervision of the Executive Director, the Events & Marketing Coordinator is tasked with effectively managing all aspects of the Rock County Historical Society’s marketing, outreach, special event coordination and event rental operations. This allows the Historical Society to maximize operational revenue, increase awareness and change public perceptions about the RCHS’ role in the Rock County community as an educational asset and identifying RCHS as the portal to a greater understanding and appreciation for Rock County’s history.
This position is a member of the RCHS leadership team, which shapes the short & long-term vision of the RCHS as it moves forward in transforming itself from a community museum to a regional history and cultural center. Serving approximately 20,000 guests annually, the Rock County Historical Society aims to grow its reach and appeal to diverse new audiences, with its marketing, outreach and rental strategies being the catalyst in seeing RCHS’ annual attendance and revenue figures increase.
The specific duties of the position are listed below with approximate percentage of time allotted to each task.
Goals and Worker Activities
A. RCHS Marketing
A1. Work to develop or amend the annual RCHS marketing calendar, which Identifies key marketing assets for RCHS in its general and targeted marketing initiatives. This is both an annual and ongoing process of adding, editing and executing the timeline and its benchmarks. The calendar drives the marketing machine of the RCHS. This includes inserting the following marketing collateral into the RCHS Marketing Calendar:
● Press Releases
● Update and redesign RCHS websites (RCHS.us & tallmantours.org)
● Social Media (Facebook, Twitter, Pinterest & Instagram content) Posts
● Specific RCHS Event content (posters, flyers, rack cards, online graphics, etc.)
● Monthly Event descriptions to each media outlet (CVB, Visit Beloit, etc.)
● The Finial newsletter (both paper & online versions)
● E-Blasts (bi-monthly – The Finial & a singular e-blast topic)
● Blog Posts (Tallman Tales & others)
● Podcasts
● Event promotional videos or general RCHS videos
● Additional marketing assets to be determined.
A2. Determine marketing work plan for each of the RCHS’ events, from follow-up to event execution.
A3. Verify marketing calendar with RCHS leadership team to make sure all content is accurate.
A4. Identify & meet media deadlines for marketing assets to go to media outlets.
A5. At the Director’s discretion, provide media interviews on radio, tv, newspaper, etc.
regarding RCHS programming, projects and events. Respond to media inquiries.
A6. Work with the Director to set the annual budget for Marketing expenses and revenue.
A7. Identify RCHS marketing collateral that can be maximized for revenue for additional marketing or operations. Examples include: The Finial advertising, website advertising and special event booklet advertising.
A8. Work with Director to identify sponsorship opportunities with individuals and business partners that helps to grow revenue for Business Sponsorship on an annual basis.
A9. Supervise and manage interns (Spring/Summer/Fall) to assist in executing the Marketing Plan and subsets of it. For example: Social Media, Newsletter article
A10. Create Press Releases for each RCHS Event with the appropriate event timeline.
A11. Update all RCHS website (rchs.us, tallmantours.org, etc.) content to reflect event schedule and for each event. Be a core team member on all website rebuild projects.
A12. Set up Online Ticket Sales for each event as applicable.
A13. Work with outsourced graphic design firms, marketing firms, PR firms, or freelance companies to create the following marketing assets:
● Event/Exhibit/Program Posters
● RCHS brochures (General Info., Membership, Rentals)
● RCHS Rack Cards (Event Calendars, Singular Event Cards, etc.)
● E-Blast emails
● Online Content (Web Sliders, Video, Social, Photo content)
A14. Serve as the Chief Editor of the RCHS Newsletter, The Finial. This includes:
● Plan & prepare The Finial according to its quarterly distribution schedule.
● Determine layout for each issue.
● Write articles and provide imagery for each OR recruit guest writers to assist in content generation.
● Partner with graphic designers to determine layout design.
● Determine distribution schedule (from layout to distribution).
● Continue to push digital version of The Finial to minimize hard copy costs.
A15. Serve as the Social Media Agent for the RCHS, providing:
● Daily/Weekly Facebook posts
● Daily/Weekly Tweets to followers of the RCHS Twitter account.
● Work internally or with vendors to develop and post video content on the RCHS YouTube channel.
● Pin posts to RCHS Pinterest account
● Capture and post images of RCHS events, projects, exhibits and programs on the RCHS Instagram account.
A16. Creates and executes a distribution schedule in line with the overall marketing calendar for all print and electronic collateral. (Ex: Poster, e-blast, newsletter distribution, etc.)
A17. Work with Leadership Team in developing new marketing campaigns to promote redeveloped campus sites and their products, new events, educational programs and rental offers. For example: Promoting the newly opened Charles Tallman Archives & soon to be developed Commercial History Center of Rock County.
B. Special Event Coordinator
B1. Serves as primary liaison on behalf of the RCHS for all logistics and planning pertaining to special events of the Rock County Historical Society throughout its calendar year. Is primarily responsible for the following aspects of event management (budget, logistics, personnel, execution, and metrics). The following events are managed under the supervision of the Events Coordinator:
Annual Rock County Historical Society Events
● Tallman 4 Two Valentine’s Day Dinner (February)
● VIP Behind-the-Scenes Tour (March)
● Annual Meeting (April)
● Easter Egg Hunt (March-April)
● Lincoln-Tallman Fun Run (June)
● Tallman Arts Festival (August)
● Historic House Tour/Gala (September)
● Holiday Events (November-December)
● Seasonal Dinners (Summer Solstice/Holiday Tour)
● Other events as added annually
B2. Maintain and develop key documents that organize and lead each event committee and by extension, each RCHS special event. These documents include:
● Event Timeline
● Event Budget
● Event Map
● Event Marketing Plan (timeline within Marketing Calendar)
● Event Committee Roster
● Event Volunteer Shift Schedule
● Event Schedule (day-of)
● Event Sponsors/In-Kind Donor Target List
● Unique documents that pertain to each event
● Event Recap/Metrics/Suggestions Report
B3. Work with Director to project event expenses and revenue.
B4. Work to ideate, develop and distribute event marketing and promotions.
B5. Work with Operations Manager to determine staffing needs for each event.
B6. Provides weekly updates to RCHS Leadership Team about event logistics via staff meetings.
B7. Serve as RCHS liaison to each event committee and lead each meeting.
B8. Lead the development, coordination and execution of the Tallman Arts Festival, RCHS' largest event and fundraiser.
C. Rental Coordinator
C1. Serve as RCHS’ primary contact/liaison for renting of the Lincoln-Tallman House, Helen Jeffris Wood Museum Center, Commercial History Center and the RCHS campus as a whole.
C2. Serve as RCHS’ primary contact/liaison for all weddings/private events on RCHS campus.
C3. Assess and recommend edits to RCHS rental policies, agreements and contracts as a result of customer and internal feedback on an annual basis.
C4. Partner with volunteers and interns to staff event expos, bridal shows and misc. trade shows promoting RCHS events and rental sites.
C5. Work with Marketing Coordinator to design and distribute rental marketing assets.
C6. Work with Operations Manager to recruit volunteers or interns to assist in staffing rental events.
C7. Recommend new marketing strategies for upcoming year to grow rental business (weddings, special events, strategic retreats).
C8. Works with Executive Director in settling rental revenue goals and limiting rental
expenses for the annual budget.
C9. Liaison to Rock County businesses in developing relationships, selling products and overall marketing of the Commercial History Center to prospective clients and managing the logistics of rental events at that site.
D. Event Research
D1. Works with RCHS Leadership Team & Special Events Committee to plan out events for the following year’s RCHS annual calendar during the mid-year retreat (July).
E. Team Leadership
E1. Provide leadership to the RCHS volunteers, interns and other constituents in making them informed of the details of new projects, exhibits, events, etc.
E2. Be professional, courteous and always display exemplary guest service.
E3. Perform other duties as assigned at the discretion of the Executive Director.
ACCESS REQUIREMENTS:
Access to all public areas of the Rock County Historical Society; access to support spaces designated by the Executive Director.
MINIMUM KNOWLEDGE, SKILLS AND EXPERIENCE:
● Bachelor’s degree in marketing, public relations, journalism, communications, and other related field;
● Supervisory experience required;
● Requires knowledge of general concepts related to: marketing, public relations, audience surveys/feedback, event logistics, rental logistics; Demonstrated expertise in content, curriculum development, and mentoring as demonstrated by an advanced degree, advanced training and/or career experience;
● Strong organizational, interpersonal and communication skills;
● Highly self-motivated, team player;
● Must be detail-oriented and able to multi-task, able to meet deadlines is a MUST;
● Must be able to exercise clear communication on a daily basis to RCHS staff, board and volunteers;
● Must have thorough knowledge and high comfort level in Gmail, Google Drive, Dropbox, Google Docs for scheduling events and sharing information;
● Must have working knowledge Excel, Word and other Microsoft Office applications.
● Advanced communication skills required as project leader to work with multiple groups on various projects;
● Ability to budget and monitor expenditures, create project forms as related to educational programming;
● Requires computer skills necessary to manage and perform computerized record keeping, organization and research;
PREFERED KNOWLEDGE, SKILLS AND AND EXPERIENCE:
● Master’s Degree in marketing, public relations, journalism, communications or related field;
● Demonstrated expertise in writing business plans along with product development; content, curriculum development, and mentoring as demonstrated by an advanced degree, advanced training and/or career experience;
● Previous experience with Rock County, Stateline and surrounding county media outlets;
● Classroom management;
● 1-2 years proven leadership in Event Management and Coordination;
TIME COMMITMENTS
This is a PTE (part-time equivalent), 32 hours per week salaried position. The position is paid bi-monthly. General business hours are 8 a.m to 5 p.m. with an hour lunch break. Flexible schedules are available. Hours are generally on weekdays. Some evening and weekend work required, based on the RCHS event and educational calendar. This is based on a rotational shift however.
EMPLOYMENT PACKAGE
Cost of living and performance bonuses are offered at annual reviews. 10-days of paid vacation are included in the package. No medical benefits can be offered at this time.
To apply, please forward a copy of your resume and cover letter to:
Rock County Historical Society
c/o Event & Marketing Coordinator Position
P.O. Box 8096
Janesville, WI 53547
DISCLAIMER
The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents in this position. This job description is not intended to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and work conditions of employees assigned to this job. Management has sole discretion to add or modify the duties of this position and designate other functions as essential at any point in time. Management may also modify working hours and work location at any point in time. This job description is not an employment agreement or contract.
The Rock County Historical Society is an equal opportunity employer.
