Director, Gala Events

Boston Symphony Orchestra, Inc.; Boston (MA); On-site; USD 96,000 - 118,000; Full time

Job summary

The Boston Symphony Orchestra seeks a Director of Gala Events to lead end-to-end planning for its fundraising galas and donor engagement programs. You will translate strategic direction into executable event plans, manage on-site operations, and collaborate with Marketing, Facilities, IT and Development teams to deliver exceptional guest experiences.

Responsibilities include budget oversight,Vendor coordination, and post-event evaluation.

Qualifications

• 4+ years of experience in large-scale fundraising galas and ticketed events.
• Experience soliciting ticket sales and table sponsorships.
• Proven ability to manage vendors, contracts, and timelines.
• Willingness to travel to Tanglewood and support events evenings/weekends.
• Excellent organizational and communication skills.

Responsibilities

• Lead end-to-end planning for three annual fundraising galas and three family donor events.
• Develop event concepts, guest flow, programming, and event flow documents.
• Coordinate invitations and collateral with Marketing; ensure sign-off before production.
• Manage venue logistics, contracts, insurance, and equipment rentals.
• Direct staff, volunteers, and vendors on event day for a seamless experience.
• Collaborate with Development Strategy and Analytics to track fundraising goals.

Skills

Event planning

Fundraising

Vendor management

Team leadership

Tools

Tessitura

CRM systems

Project management software

Job description

Summary/Objective Job Description ABOUT THE BSO Founded in 1881, the Boston Symphony Orchestra (BSO) is one of the premier orchestras in the world. The BSO is committed to bringing world class music and performances to the local and international communities. The key to our success has been our employees, from the musicians onstage to those behind the scenes.

About the Role The Director of Gala Events leads the planning and execution of the Boston Symphony Orchestra’s (BSO) fundraising gala events. While the Senior Director of Special Events sets fundraising strategy, the long-range events plan, and key stakeholder relationships, this position turns that vision into polished, memorable events that deepen donor relationships and advance and achieve giving goals. This role is hands-on in event design, production, and day-of execution, and owns event-level operations and logistics from planning through breakdown. It manages two direct reports and partners with multiple departments including, but not limited to: Facilities, Development Operations, Marketing, and IT to secure the support needed. The Director is a creative, detail-oriented leader who is calm under pressure, collaborative, and committed to excellence in the guest experience.

The Boston Symphony Orchestra gave its inaugural concert on October 22, 1881, and has continued to uphold the vision of its founder, the businessman, philanthropist, Civil War veteran, and amateur musician Henry Lee Higginson, for well over a century. The Boston Symphony Orchestra has performed throughout the United States, as well as in Europe, Japan, Hong Kong, South America, and China; in addition, it reaches audiences numbering in the millions through its performances on radio, television, and recordings. It plays an active role in commissioning new works from today's most important composers; its summer season at Tanglewood is regarded as one of the world's most important music festivals; it helps develop the audience of the future through BSO Youth Concerts and through a variety of outreach programs involving the entire Boston community; and, during the Tanglewood season, it sponsors the Tanglewood Music Center, one of the world's most important training grounds for young composers, conductors, instrumentalists, and vocalists. Today the Boston Symphony Orchestra, Inc., presents more than 250 concerts annually. It is an ensemble that has richly fulfilled Henry Lee Higginson's vision of a great and permanent orchestra in Boston.

Responsibilities

Event Planning & Design

Lead end-to-end planning for development events, including three (3) annual fundraising galas and three (3) family-oriented donor engagement events, translating the Senior Director’s strategic direction into clear, executable plans.

Develop event concepts, guest flow, programming, and event flow documents that reflect Development House Standards and the goals of each event.

Build and manage event calendars, planning and production timelines, and project trackers covering all internal and vendor deliverables.

Coordinate production of invitations and event collateral with Marketing and vendors, and proofread and circulate all materials ahead of final sign-off.

Event Operations & Logistics

Manage venue logistics, contracts, permitting, insurance, and equipment rentals.

Ensure compliance with health, safety, accessibility, and regulatory requirements.

Develop contingency plans and risk mitigation strategies for each event.

Event Execution

Serve as the lead on site, directing staff, volunteers, and vendors to deliver a seamless guest experience.

Lead pre-event briefings and manage the event-day command structure, including real-time problem solving and quick response to on-site changes.

Oversee event setup, load-in, load-out, and breakdown in coordination with relevant stakeholders.

Fundraising and Donor Experience

Collaborate with the Director of Development Strategy and Analytics to set, track, report on and achieve fundraising goals, Coordinate closely with frontline fundraisers to follow up on solicitation assignments.

Work with Senior Director of Events and frontline fundraising to align event plans with donor needs and stewardship objectives.

Elevate the donor experience through thoughtful guest services, hospitality, and consistent, high-quality touchpoints before, during, and after events.

Provide fundraisers with the briefings, materials, and day-of support they need to engage donors effectively.

Cross-Departmental Collaboration

Partner with Facilities, Development Operations, Marketing, IT, and other departments to secure the venue, facilities, ticket holds, invitation list generation, and technical support each event requires.

Communicate event needs, timelines, and deliverables clearly and proactively, and hold partners accountable to agreed timelines, so colleagues can plan and deliver their areas efficiently.

Participate in the cross-departmental meetings led by the Senior Director and maintain transparency across functions to prevent silos and reduce friction.

Vendor & Creative Partner Collaboration

Serve as the internal point of contact for event vendors and creative partners, including caterers, florists, designers, production teams, and rental providers.

Select, brief, and manage partners to bring event concepts to life, communicating deliverables clearly and maintaining respectful, solutions-oriented relationships while ensuring all outputs meet Development House Standards and timelines.

Team Leadership

Supervise and mentor the Associate Director of Stewardship Events and the Assistant Manager of Development Events and Fundraising Events, providing clear direction, development, and performance feedback and fostering a collaborative, high-performing team culture grounded in service and excellence.

Build staffing plans for all event phases, including staff and volunteer roles, and assign and direct volunteers at events in coordination with the Senior Director and the BSO Association of Volunteers.

Budgeting & Evaluation

Manage individual event budgets with transparency and accuracy, tracking expenses against plan and reporting to the Senior Director, who oversees the overall events program budget.

Document event procedures, timelines, and outcomes to support performance analysis, process improvement, and the Senior Director’s events guidelines.

Lead post-event debriefs with internal teams to evaluate outcomes and integrate feedback.

Required Education and Experience

4+ years of progressive and demonstrated experience in large-scale event planning and production in fundraising galas and ticketed events, including ticketing setups, sales, and day-of management.

Demonstrated success in event fundraising, including soliciting ticket sales and table sponsorships.

Proven experience managing, developing, and motivating staff.

Experience managing vendor relationships and contracts, including venues, caterers, and production partners.

Ability to travel to Tanglewood in the Berkshires as needed between July through August, and to work evenings and weekends in support of events.

Proven ability to lead cross-functional teams and manage high-stakes deadlines.

Exceptional organizational and communication skills.

Strong interpersonal skills with the ability to collaborate across personalities and functions.

Commitment to donor service and excellence in execution.

Preferred Experience recruiting, training, and managing event volunteers.

Strong creative sensibility and attention to detail in guest experience and event design.

Proficiency with project management platforms, event systems, and CRMs (Tessitura experience is a plus).

Salary Range

$96,000 - $118,000

Equal Opportunity Statement

The BSO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The Boston Symphony Orchestra is committed to building a culturally diverse staff and encourages applications from female and minority candidates.