Brooklyn Public Library (BPL) is one of the nation’s largest library systems and among New York City’s most democratic institutions. As a leader in developing modern 21st-century libraries, we provide resources to support personal advancement, foster civic literacy, and strengthen the fabric of community among the more than 2.7 million individuals who call Brooklyn home. BPL provide nearly 60,000 free programs a year with writers, thinkers, artists, and educators—from around the corner and around the world. And we give patrons millions of opportunities to enjoy one of life’s greatest satisfactions: the joy of a good book.

The Development Department at Brooklyn Public Library (BPL), comprised of a 12-person team, raises private funds from individuals, foundations, corporations and special events to support the Library’s critical work, including programs such as Books Unbanned, First Five Years, Teen Techies, Adult Learning, Services for Older Adults, the PowerUp! Business Plan Competition, Culture Pass and Summer Reading.

The Manager of Special Events is responsible for planning, executing and managing large- and small-scale in-person and virtual events in order to reach the department's annual fundraising goals and to advance donor outreach, engagement, and cultivation. Reporting to the Chief Development Officer, the Manager of Special events works closely with the AVP for Development and the Individual Giving Team, as well as other Development team members and a range of Library departments. In addition to leading the planning and execution of BPL’s Annual Gala and the CBH Library Dinner, the position is responsible for managing the logistics for approximately 10-12 donor stewardship events and 4-5 non-development external-facing events that involve donors and other development stakeholders. The position is also the primary liaison with the catering company that manages rentals for special events at the Center for Brooklyn History and Park Slope, and coordinates rentals at the Dweck Cultural Center and Brooklyn Heights Branch. This position is currently working on a hybrid model.

ANNUAL GALA AND CBH LIBRARY DINNER

BPL’s annual fundraising gala, which is held each spring, is a seated dinner with program for approximately 400-500 guests. The CBH Library Dinner, held in the fall/winter, features a live lecture and dinner for 100 guests in the Othmer Library at the Center for Brooklyn History.

• With the Chief Development Officer and event management firm, and in close collaboration with the Individual Giving and Corporate Relations teams, lead all aspects of the planning and production for both events, including developing event vision, recruiting and stewarding volunteer leadership, overseeing budget and timeline, and managing honoree nomination and outreach process
• Serve as the primary liaison with the event management firm and with volunteer event leadership.
• Partner with the CDO and AVP as well as other Development team members and volunteer leadership to create an outreach list and solicitation strategies for major donors, corporations, and other prospects likely to support these events
• Formulate and implement sponsorship levels and benefits
• Write and mail solicitation letters.
• Working with event management firm and Marketing and Communications (MAC), conceptualize and draft, then manage the design and execution of all paper and digital materials, including the save the date card, invitation, event program, and benefit journal.
• Oversee the creation of the event website and fundraising platform and manage implementation
• In conjunction with the CDO and event management firm, develop live gala program, including speeches, performances and videos, and script materials. Work with Library leadership to develop an invitation list of staff and program participants.
• In conjunction with event management firm and Volunteer Services Department, recruit event volunteers and oversee their assignments.
• Manage event expenses and revenue portion of gala budget including pledge follow-up, reconciliation with finance, acknowledgement/tax-letter coordination, and audit documentation.
• Lead post-event follow-through including follow up on outstanding pledges, debriefing meetings to solicit stakeholder feedback and managing event acknowledgement process, including working with Finance on fair market value, writing letter template and overseeing mail merge.

OTHER DEVELOPMENT EVENTS

BPL hosts 10-12 in-person and virtual stewardship and cultivation events annually for donors at all levels, including for the Whitman Circle (for donors who give between $1,500 and $15,000) the BPL Council (for donors who give over $15,000), the Ingersoll Circle (for donors who have included BPL in their estate plans) as well as lower-level donors.

• In close collaboration with members of the Individual Giving team, manage and execute logistics for the following events:
  • 4-6 Whitman Circle Cocktails & Conversations events in private homes and BPL libraries
  • 2-3 Behind the Scenes virtual events and in-person donor stewardship events such as author talks or concerts
  • One Ingersoll Circle event, typically an afternoon tea at a library.

NON-DEVELOPMENT EVENTS

• In close collaboration with the Government and Community Affairs department, Press Relations and branch staff, oversee 2-3 major branch opening events per year, including organizing interdepartmental prep meetings; creating and executing run of show; compiling guest list; and putting in work orders for setup and AV.
• Provide logistical support to other departments for non-development events that involve donors, sponsors and/or trustees to ensure smooth operations and overall consistency, such as the PowerUp! Business Plan Awards Ceremony; Dr. Lucille Thomas and Feder Leonard Family Awards Breakfast; Ned Vizzini Teen Writing Prize; and other events throughout the year.

BPL SPACE RENTALS

• Act as primary liaison with catering company with exclusive contract for renting out CBH and Park Slope Library, including managing internal calendar, overseeing part-time, non-catering event staff and collaborating with caterer on marketing and promotion.
• Coordinate space rentals in other locations including the Dweck Auditorium and Lobby and the Brooklyn Heights Library Community Room

The ideal candidate is a determined self-starter, experienced in planning and executing a broad range of fundraising, stewardship and cultivation events down to the last detail, and thrives in a fast-paced environment. This person is great at forging and maintaining relationships, both internally and externally, is an excellent collaborator across departments, and understands and embraces the mission of BPL.

• Bachelor’s degree
• At least 5 years managing a broad range of diverse special events, including small gatherings, large-scale galas and virtual events
• Experience developing and achieving revenue goals through direct solicitation and by supporting committee, Board and senior staff in their event solicitations
• Ability to handle pressure with grace and diplomacy and to anticipate problems and present solutions quickly
• Excellent interpersonal, verbal, and written skills, including ability to communicate tactfully and effectively with all levels of Library donors and staff, including Trustees
• Extremely strong project management experience, organizational skills and attention to detail
• Energetic, positive and enthusiastic team player with a commitment to the values of Brooklyn Public Library
• Experience with Raiser’s Edge strongly preferred
• Ability to work evenings and weekends