Guthrie Theater

Events

• Lead planning and execution of Opening Night dinners and related donor hospitality, including timelines, guest lists, invitations, seating, menus, staffing plans, run-of-show documents, vendor coordination and day-of execution.
• Plan and execute selected donor cultivation and stewardship events in partnership with the Development Events Manager, Annual Giving staff and Development leadership.
• Support the annual Gala, campaign-related events, major donor gatherings, donor trips and other Development events as assigned, with a focus on guest experience, logistics, materials, records and day-of support.
• Manage event check-in, attendance tracking, seating updates, guest questions and onsite details to ensure a polished and welcoming donor experience.
• Coordinate event-related communications, including invitations, reminders, confirmations, briefing materials and follow-up communications that are accurate, timely and aligned with Guthrie standards.
• Maintain continuity of the Guthrie brand and donor experience across Development events and assist with post-event evaluation and improvements.
• Help develop and implement meaningful donor stewardship touchpoints connected to Guthrie productions, donor events, giving milestones and Development priorities.
• Coordinate personalized donor seat notes, event follow-up, gratitude outreach and other relationship-centered communications in partnership with Annual Giving staff.
• Support donor benefit fulfillment and donor experience workflows, ensuring donors receive accurate information, timely responses and thoughtful service.
• Monitor and respond to the Development events RSVP inbox and event-related phone inquiries in a timely, professional and welcoming manner.
• Partner with gift officers and Development colleagues to identify donor preferences, special guest considerations and follow-up opportunities before and after events.
• Track stewardship activity and relevant donor interactions in Tessitura or other systems as appropriate.
• Maintain accurate event and donor records in Tessitura, including RSVPs, attendance, seating, dietary restrictions, donor notes and related event information.
• Coordinate with Box Office, Front of House, External Events, Catering, Finance, Marketing, ITS and other internal partners to resolve event and donor questions.
• Support expense tracking, invoice processing, budget documentation and Development event calendars in collaboration with the Development Events Manager and Development Operations.
• Prepare and maintain event materials, briefing documents, name tags, seating charts, guest lists, templates, timelines and organized event files.
• Participate in Development team and event planning meetings, and serve as a professional liaison to donors, volunteers, vendors and internal partners.
• Provide flexible support during peak workload periods, staff transitions and evolving department priorities, and support additional Development projects as assigned.

Development Events and Stewardship Associate

Manager

• Plan and conduct multi-channel campaigns for annual fund and special projects to increase current support, acquire new donors and increase monthly giving in partnership with Marketing and external vendors.
• Serve as principal writer/editor for the development department, generating copy for a variety of communications vehicles (such as the Annual Report, program, website, newsletters, reports, brochures and acknowledgements).
• Regularly analyze and interpret appeal data to provide progress reports and make recommendations to optimize multi-channel campaigns.
• Serve as primary liaison with direct mail vendor to execute all annual fund mailings.
• Serve as primary point of contact for telefundraising and other external vendors and consultants, coordinating timelines, deliverables, and campaign execution for annual giving initiatives.
• Develop and maintain a broad-based stewardship program to steward donors and report donor impact on all programs throughout the year.
• Create donor stewardship materials for use by the Development Team, including letters, brochures, buck slips, one-sheets, newsletters, benefit materials and recognition.
• In collaboration with the Philanthropy Officer act as concierge for donors who need general assistance by clearly communicating benefits, liaising with box office and providing excellent customer service.
• Assist Development Operations Manager with the program donor listing on a show-by-show basis as needed.
• Support and participate in donor events as needed.
• Pull and build reports, lists and extractions from Tessitura to support annual fund solicitations and strategy.
• In collaboration with IT, build CRM individual constituent plans each Fiscal Year.
• Write and maintain timely contact reports in the database for all donor interactions.
• Provide gift entry and acknowledgement support to the Development Operations Manager as needed.

Development Events and Stewardship Associate

Annual Fund Manager