Special Events Manager

Tennessee Valley Railroad Museum

The Tennessee Valley Railroad Museum (TVRM), located in Chattanooga TN, was established in 1961 and is the premier visitor destination that preserves and conveys the rich history of railroading in the southeastern United States. Among its several regular excursions, TVRM’s passenger trains run on a historic route, which includes Missionary Ridge Tunnel, completed in 1858 and on the National Register of Historic Places. In addition to the passenger excursions, TVRM preserves railroad equipment to educate visitors about the importance of this industry and how it helped create the modern world in which we live.

The Tennessee Valley Railroad Museum (TVRM) is seeking a dynamic and organized Special Events Manager to oversee the planning, coordination, and execution of major seasonal and special events. This role requires strong leadership skills, attention to detail, and a passion for creating memorable guest experiences. The Special Events Manager will be responsible for managing event logistics, staffing, vendor relationships, and ensuring smooth operations while upholding TVRM’s standards of excellence.

The team at TVRM leads within the organization’s vision, mission, and values, the Special Events Manager will support the Director of Guest Services in overseeing staff in conjunction with the planning and execution of events designed to fulfill the strategic objectives of the organization.

The ideal candidate will bring a minimum of two years’ experience in successful event management including planning and execution, staffing and training, vendor and partner coordination, inventory and supplies management, safety and compliance in a not-for-profit organization, especially one that provides rich experiential opportunities. A Bachelor’s degree in Event Management, Hospitality, Business, or a related field is preferred. Additional attributes of the ideal candidate include the ability to consistently produce high-quality work, exhibit strong time-management skills, require minimal supervision, and actively participate in the mentoring, training and developing opportunities. This role requires critical thinking skills to analyze data and develop meaningful solutions to specific problems. The nature of our organization and business requires this to be an on-site position, including weekends and at times other than “standard” office hours.

Other requirements include strong interpersonal and communication skills; ability to manage and prioritize multiple responsibilities, projects, and deadlines concurrently; high attention to detail and results-oriented approach to work; strong interpersonal and communication skills; ability to assist in implementing, evolving, and fully supporting appropriate procedures; demonstrable ability to ensure production of timely, accurate, and comprehensive execution plans and post-event analysis; experience in effective budget management; effective partnership with other partners and service providers; proficiency in event management software, scheduling tools, and Microsoft Office Suite.

Information about TVRM may be found by visiting www.tvrail.com.

Special Events Manager

Reports to: Director of Guest Services

General description: The Special Events Manager role is a full-time position that is responsible for all aspects of planning and executing events for the businesses of Tennessee Valley Railroad Museum (TVRM).

Key Job Responsibilities

Event Planning & Execution

• Plan, coordinate, and oversee major seasonal events.
• Develop event timelines, budgets, and operational plans to ensure seamless execution.
• Work closely with marketing and operations teams to promote events and ensure alignment with TVRM’s mission.
• Ensure all event logistics, including setup, signage, decorations, and guest experiences, are executed efficiently.
• Monitor guest feedback and adjust event offerings as needed to improve future experiences.
  
  

Staffing & Training

• Hire, train, and manage seasonal and event staff, ensuring they understand event operations and customer service expectations.
• Develop schedules and assign duties to ensure adequate event coverage.
• Provide leadership and support to staff during events, addressing issues as they arise.
  
  

Vendor & Partner Coordination

• Establish and maintain relationships with vendors, entertainers, caterers, and other event partners.
• Negotiate contracts and ensure vendors meet service expectations and deadlines.
• Coordinate deliveries, rentals, and permits required for each event.
  
  

Inventory & Supplies Management

• Manage event-related inventory, including decorations, promotional materials, and supplies.
• Ensure timely ordering and restocking of necessary event items.
  
  

Safety & Compliance

• Ensure all events comply with safety regulations and museum policies.
• Work with security and operations teams to maintain a safe environment for guests and staff.
• Prepare and execute contingency plans for potential event challenges (e.g., weather, staffing shortages).
  
  

Qualifications

Education/Professional Designation

• Bachelor’s degree in Event Management, Hospitality, Business, or a related field (preferred) or equivalent experience.
  
  

Experience

• Minimum 2 years of experience in event planning, hospitality, or a related field.
• Strong organizational and multitasking skills, with the ability to manage multiple large- scale events.
• Excellent leadership and communication skills, with experience managing teams.
• Ability to solve problems quickly and remain calm under pressure.
• Ability to work flexible hours, including evenings, weekends, and holidays as required by event schedules.
• Experience effectively partnering, working with, and managing outside entity contracts/service providers preferred
  
  

Skills/Traits

• Ability to manage and prioritize multiple responsibilities, projects, and deadlines concurrently
• High attention to detail and results-oriented approach to work
• Strong interpersonal and communication skills
• Ability to assist in implementing, evolving, and fully supporting appropriate procedures
• Demonstrable ability to ensure production of timely, accurate, and comprehensive execution plans and post-event analysis
• Experience in effective budget management
• Effective partnership with other partners and service providers preferred
• Proficiency in event management software, scheduling tools, and Microsoft Office Suite.
  
  

Other

• Ability to successfully complete TVRM background/drug screening processes
• Environment: Office
• Shift Work: No
• On-Call: Yes
• Weekend Work: Yes
• Travel Required: 0 - 2 Days per Month
  
  

Physical Demands

Work is predominantly performed in a quiet to moderately loud office, other indoor and outdoor environments. Required to remain in stationary position 50% of the time, move about inside the office as well as other indoor and outdoor event locations, operate computer and other office productivity machinery such as copier and position self to maintain files in cabinets and occasionally lift up to 25 pounds in conjunction with event set-up, execution, and breakdown; ability to accurately communicate information and ideas so that others will understand; observe details at close range; lawfully and safely operate a motor vehicle.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

TVRM is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment and subsequent opportunities for training and/or promotions for all job titles without regard to race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state, or federal laws.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.