Events & Rentals Officer

Department: Events & Rentals Reports To: Senior Officer, Events & Engagement & VP, VSO School of Music Location: VSO & VSO School of Music Status: Full-Time (35 hours per week, including evenings and weekends) Compensation: $50,000 - $55,000 annually, plus health benefits (based on qualifications) Application Deadline: Position open until filled Position Overview The Officer, Events & Rentals is a key member of the VSO and VSO School of Music team, supporting the successful planning and execution of a wide range of events, from internal student performances and educational programming to external rentals and fundraising initiatives. With a dual focus on enhancing the client and audience experience while meeting revenue generation targets, this role balances customer service, logistical coordination, and technical oversight. This position is ideal for an organized, energetic individual with a passion for event execution and a keen eye for operational detail. The successful candidate will have strong communication skills, technical knowledge of event production, and a desire to grow within a vibrant musical environment. Key Responsibilities Events (VSO & School of Music) • Support planning and execution of student concerts, recitals, masterclasses, workshops, festivals, ensemble classes, and special events. • Collaborate with faculty and staff to coordinate venue, equipment, and personnel needs for internal events. • Assist with creation and communication of event schedules, logistics, and program materials. • Provide onsite event support, including registration, guest artist support, stage management, and volunteer coordination. • Assist in budget tracking, audience engagement, and post-event evaluation for internal and fundraising events. • Support event communications with students, parents, faculty, and attendees. External Rentals • Serve as a point of contact for all facility rental inquiries. • Coordinate rentals for Pyatt Hall and other School of Music facilities to external clients. • Coordinate all rental logistics: contracting, pricing, scheduling, staffing, equipment setup, A/V needs, invoicing, and reporting. • Cultivate relationships with renters, including concert presenters, tour managers, and community groups, to assist in achieving annual revenue and occupancy targets. • Actively contribute to meeting annual revenue targets. Identify opportunities to attract new rental clients and increase repeat bookings through targeted outreach and promotional strategies; initiate new venue rental packages and partnership opportunities to support annual revenue goals. • Collaborate with internal teams (Facilities, Finance, Production) to ensure seamless execution of all rental events. • Maintain knowledge of audio, lighting, and video systems, liaising with A/V technicians and IATSE crew as needed. Fundraising • Provide logistical and on-site support for fundraising events, donor receptions, and institutional events across the organization. Assist in preparing materials, registration, and technical setup for fundraising activities. Qualifications and Skills Required Bachelor’s degree in Music, Arts Administration, Event Management, Hospitality or related field, or equivalent experience. 2+ years experience in event planning, venue rentals, or hospitality, preferably in a performing arts or nonprofit setting. Proven ability to meet financial targets and manage complex logistics in a fastpaced environment. Excellent verbal and written communication skills; adept at managing internal and external stakeholders. Experience with event budgeting, client invoicing, and CRM/event software. Working knowledge of event production, including audio/visual, lighting, and staging fundamentals. Strong organizational and time-management skills, with the ability to manage multiple priorities. Customer-focused with a professional demeanor and high attention to detail. Ability to lift and carry up to 50 lbs Occasional ability to working evenings and weekends as needed. Preferred Passion for the performing arts and music education strongly preferred. Experience using ActiveNet or other similar CRM system Driver’s license an asset. Working Conditions Flexible schedule is offered to support required weekend and evening event support. Frequent movement, lifting, and physical activity required. To Apply Please email your resume and cover letter as a single document to [email protected] Please include “Events & Rentals Officer” in the subject line. The VSO and the VSO School of Music thanks all applicants for their interest, only those applicants selected for an interview will be contacted.

The Officer manages the planning and execution of internal student performances and external facility rentals to meet revenue targets. They provide onsite technical oversight and logistical coordination for events, fundraising initiatives, and donor receptions.

Requires a bachelor's degree in a related field and at least 2 years of experience in event planning or hospitality, preferably in the performing arts. Candidates must have technical knowledge of A/V systems and the ability to lift up to 50 lbs.

• Health Benefits

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Event Planning
• Venue Management
• Budget Tracking
• Client Relations
• A/V Production
• Stage Management
• CRM Software
• Invoicing
• Logistics Coordination
• Customer Service
• Stakeholder Management
• Time Management

• Hospitality
• Creative & Media
• Management & Leadership
• Customer Service & Support
• Administrative

Formation minimale

Baccalauréat

Expérience minimale

2+ ans

Postuler avant le

4 sept. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Entry level

Mode de candidature

La candidature directe est offerte