Music Industry jobs

Events & Rentals Officer

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

To Apply:

Please email your resume and cover letter as a single document to jobs@vsoschoolofmusic.ca 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.

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 set-up, 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

o Bachelor’s degree in Music, Arts Administration, Event Management, Hospitality or related field, or equivalent experience.

o 2+ years experience in event planning, venue rentals, or hospitality, preferably in a performing arts or nonprofit setting.

o Proven ability to meet financial targets and manage complex logistics in a fast-paced environment.

o Excellent verbal and written communication skills; adept at managing internal and external stakeholders.

o Experience with event budgeting, client invoicing, and CRM/event software.

o Working knowledge of event production, including audio/visual, lighting, and staging fundamentals.

o Strong organizational and time-management skills, with the ability to manage multiple priorities.

o Customer-focused with a professional demeanor and high attention to detail.

o Ability to lift and carry up to 50 lbs

o Occasional ability to working evenings and weekends as needed.

· Preferred

o Passion for the performing arts and music education strongly preferred.

o Experience using ActiveNet or other similar CRM system

o 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.

Pay: $50,000.00-$55,000.00 per year

Work Location: In person